4 Job Positions at World Health Organization (WHO): (Deadline 19 November 2021)

OBJECTIVES OF THE PROGRAMME

The country team is responsible for promoting technical cooperation, stimulating interest and coordinating assistance for health development based on global and regional strategies and WHO guidelines. It is also responsible for contributing to the collection, analysis and dissemination of health information. The Senior Management Office (SMO) of the WCO Team also provides cross cutting functions to other clusters. The country management support units were established in the organizational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

DESCRIPTION OF DUTIES

• Oversees and monitor the information flow of the SMO, screening, sorting, analyzing and identifying areas requiring action by various officials;
• Ensures effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the WR, liaising with units/teams, as appropriate;
• Receives visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate;
• Provides background information for appointments with official visitors and/or staff members;
• Maintains WR’s agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary;
• Disseminates information on administrative procedures to GS staff m the team/department and assist staff in adhering to WHO administrative procedures;
• Drafts general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance; Verifies that outgoing correspondence is presented in accordance with WHO and checks language, grammar and accuracy prior to submitting for signature and clearance;
• Analyzes incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer’s needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items;
• Using appropriate tracking tools, follows-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner;
• In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used;
• Obtains documents and information from in-house and external sources as required;
• Perform information searches (library, internet) as requested;
• Coordinates compilation of documents requested and provided by professional staff, to ensure they are logically compiled, formatted and assembled to facilitate the work of the SMO Team;
• Arranges and coordinates administrative preparation for meetings, seminars, workshops, including: preparing event plans in GSM, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants and others involved;
• Schedules team/departmental meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests of the WR and preparation of minutes;
• Obtains briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team’s professional staff, checking their availability and ensuring they have the appropriate briefing files and documents;
• Using GSM, prepares travel requests for official SMO travels and assist in the TCs. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative;
• Monitors leave and attendance records of staff under the Senior Management Office;
• Performs other related duties as required or instructed by the functional supervisors.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school or equivalent technical training or commercial education with specialization in Secretarial, Administration or Office Management practices.

Desirable: Diploma in Secretarial Studies or Office Administration or Business Administration, or Degree in related fields from a recognized University. Training in Secretarial Studies and Office Administration

Experience

Essential: 8 years of relevant working experience in a recognized public or private institution.

Desirable: Experience in administrative support with UN or other international or multi-national organizations. Experience working as an executive assistant in the UN.

Skills

Excellent knowledge of WHO practices and procedures and WHO policy organs; expertise in modern office management practices. The incumbent actualizes his/her knowledge in the use of modern office technology through internal courses, on the job or self-training. He / she can brief and explain procedures to other team members.

1. WHO Competencies
2. Communicating Credibly and Effectively
3. Foster integration and teamwork;
4. Produce results;
5. Move forward in a changing environment;
6. Manage resources effectively.

Use of Language Skills

Essential – Fluency in English or French

Desirable – Working knowledge of the other would be an advantage.

OBJECTIVES OF THE PROGRAMME

Within the Country Management Support Unit, to provide administrative support in HR related matters to the WCO/Rwanda, verify for correctness and conformity with Staff Rules and WHO Manual, all operations involved in processing recruitments, positions mapping, contract extensions/renewals, etc.

DESCRIPTION OF DUTIES

• Perform the administration and operational requirements of all selection and recruitment formalities for fixed and short-term staff in the professional and general services categories including drafting vacancy notices; advise and assist technical staff in the preparation of submissions for selection for approval; ensure all arrangements for interviewing and testing of prospective staff are made appropriately; and oversee the recruitment process and selections process;
• Carry out pre -recruitment and onboarding formalities in timely manner and in according with rules and regulations;
• Review post descriptions for new, vacant or revised positions against existing post descriptions; identifies changes to the post descriptions, bringing major changes to the attention of the HR Officers in AFRO. Review requests for reclassification of General Service posts by preparing background documentation for action by the HR Officer;
• Act as focal point for Staff Development and Learning activities and programs i.e. initiation and coordination of trainings, orientations, briefings of staff members in WCO Rwanda
• Update information on all staff members, types of contracts and locations on monthly basis to ensure accuracy of information;
• Timely initiate HRAPs for reassignments/redeployments/terminations and extensions of short-term and fixed term appointments at least 3 months before the expiry date ensuring that performance evaluation reports for staff are concluded and medical clearances are received timely.
• Manage issuance of administrative documents i.e. ID Cards. Assist country office staff to complete all mandatory trainings;
• Perform any other related duties/responsibilities as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education with training in Human Resources Management, Personnel Management, Public Administration.

Desirable: First University Degree in Human Resource Management, Business or Public Administration

Experience

Essential: At least 10 years’ experience Human Resources Management in the INGO, private sector or

Government.

Desirable: Relevant experience in the UN Agencies and/or NGOs is an advantage.

Skills

Ability to acquire sound knowledge of WHO rules, regulations and procedures especially regarding recruitments Computer literacy especially proficiency in MS Word and MS Excel supplemented by GSM and reporting writing skills. Ability to develop and maintain good relations with people of different nationalities at various levels

WHO Competencies

1. Communicating in a credible and effective way
2. Producing results
3. Fosters integration and team work
4. Moving forward in a changing environment
5. Respecting and promoting individual and cultural differences.

Use of Language Skills

Essential – Fluency in English or French

Desirable – Working knowledge of the other would be an advantage.

OBJECTIVES OF THE PROGRAMME

Country Management Support Units (CSUs) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

DESCRIPTION OF DUTIES

Support financial management through;

• Maintenance of financial records and financial transactions and ensure e-Imprest records are up-to-date and fully balanced;
• Processing of VAT and other receivable due to the Organization to ensure that are promptly recovered e.g. Staff telephone bills;
• Processing of suppliers’ invoices and monitors all requests for payments, ensuring that all supporting documents (invoices, contract, act of acceptance, etc.) are attached and properly signed, stamped and are in accordance with the delegation of authority, before making any payments.
• Liaison with GSC for all payments that are due to suppliers;
• Reconciliation of bank accounts; response to enquiries; provision of advice and guidance to clients in the Country Office and performing closely related tasks.
• Verification of financial transactions and returns e.g. DFCs, DIs, Travel Claims to the WHO country office for accuracy and compliance with the financial rules and regulations, manual and operating procedures of organization;
• Management of correspondences and responses to queries on office accounts and financial transactions as required;
• Generation of scheduled and ad hoc Global Management System reports and special reports as required to facilitate financial implementation analysis;
• Advice and assistance to staff on various financial processes, controls and operations in the GSM environment;
• Perform other duties assigned by the supervisor.REQUIRED QUALIFICATIONSEducation

  Essential: Completion of secondary education or equivalent technical training or commercial education with specialization in accounting, budgeting or finance.

  Desirable: Diploma or higher education in accounting or finance will be an advantage

  Experience

  Essential: At least 10 years of experience in in finance, Budgeting and/or accounting activities and preferably with several years’ experience in WHO in an administrative cluster to have a sound knowledge of its rules, regulation, procedures and practices as related to the work

  Desirable: Relevant experience in the UN Agencies and/or NGOs is an advantage.

  Skills

  Ability to plan, organize, coordinate and implement inputs from several sources; to express ideas clearly and concisely, both orally and in writing; to conceptualize and carry out tasks with little supervision; to provide financial analytical reports, using appropriate software; to interpret financial rules and regulations; and to establish and maintain effective working relationships with people of different national and cultural backgrounds.

  WHO Competencies

  1. Communicating in a credible and effective way
  2. Producing results
  3. Fosters integration and team work
  4. Moving forward in a changing environment

  Use of Language Skills

  Essential – Fluency in English or French

  Desirable – Working knowledge of the other would be an advantage.

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OBJECTIVES OF THE PROGRAMME

As the ICT Assistant, the incumbent will support the ICT Focal Point to manage the Information and Communications Technology (ICT) Unit of WHO Country Office and to provide ICT support to the staff as necessary.

DESCRIPTION OF DUTIES

• Coordinate the installation and maintenance of all ICT hardware and software; according to AFRO ICT standard. Ensure uninterrupted and effective ICT services to the office.
• Install and support LAN/WAN and data communications systems as per AFRO ICT Standard (Windows Operating System XP/2000/2003, TCP/IP, Ethernet, VPN, PIX, Firewall, Proxy server, Microsoft Exchange server 2003, VSAT, VolP, SNMP. DNS, DHCP, etc.); Maintain, troubleshoot and repair ICT equipment.
• Perform daily server backup of data files; Set up and maintain disaster recovery procedures;
• Set up and maintain security of the ICT infrastructure (hacker and virus protection, protection against power failure, fire protection, etc;
• Maintain inventory of ICT equipment and software; Administer software and updates;
• Liaise with other UN agencies and external partners on ICT matters. In consultation with ICT Focal Point, manages the Servers (Internet/e-mail services. Manages also the servers hosting and the ACIAMS, GSM, GPN, Exchange server, FTP, VIDEO Conferencing.
• Provides support for updating and posting information on the Website in consultation with communication unit and HQ.
• Serves as interface/intermediary between AFRO ICT the Country office as well as state office matters relating to IT.
• Make a quarterly report on informatics equipment inventory; Provide technical documentation concerning all ICT related activities and update it; Make a monthly activity report.
• Provide in-house training/assistance to staff on usage of informatics equipment (computers accessories) programs (software);
• Assist in the design and implementation of database applications and other computer programmes;
• Coordinate the activities of external consultants; Act as ICT/AFRO focal point at WHO Country Office level;
• Perform any other related duties/responsibilities as required.REQUIRED QUALIFICATIONS

  Education

  Essential: Completion of secondary school education with training in Computer Science or Telecommunication or related area (Microsoft Certified Software Engineer or Cisco Certified Network Administrator).

  Desirable: Microsoft Certified Systems Engineer MCDBA – Microsoft Certified Database Administration CCNA – Cisco Certified Network Associate.

  Experience

  Essential: At least 10 years’ experience in management of large IT network Training in database development and administration MCSE ( Win 2000 or Higher ) – Microsoft Certified Systems Engineer MCDBA

  At least three years’ experience with administration of information and telecommunication technologies infrastructure.

  Desirable: Relevant experience in the UN Agencies and/or NGOs is an advantage.

  Skills

  1. Ability to operate Microsoft Word and Excel software and basics soft-wares for data management. Proven report writing ability a MUST.
  2. Very Good Knowledge of LAN and YCP/IP networking, Windows 2000. Server and professional, Microsoft Active Directory.
  3. Good knowledge of Email system’s Administration.
  4. Good knowledge of computer security including firewall and virus protection with MacAfee or Norton Anti-virus Software.
  5. Good knowledge of Data backup and disaster recovery procedures with Veritas Backup Exec.
  6. Good knowledge of Database programming with Visual Basic.
  7. Good knowledge of Microsoft Office and network Administration tools.
  8. Good knowledge of Administration of telecommunication systems including PABX.
  9. Ability to analyse and troubleshoot problems.
  10. Ability to write technical documentationWHO Competencies
      1. Producing results
      2. Fosters integration and team work
      3. Moving forward in a changing environment
      4. Knowing and managing yourself.

      Use of Language Skills

      Essential – Fluency in English or French

      Desirable – Working knowledge of the other would be an advantage.

CLICK HERE TO READ MORE AND APPLY