Country: Somalia
Closing date: 17 Mar 2016
VACANCY NOTICE NO.WHOSOM2016/01
INTERNAL / EXTERNAL
TITLE : Administrative Assistant (HR)
GRADE : G5
OFFICIAL STATION (COUNTRY) : Hargeisa, Somalia
ORGANIZATIONAL : Regional Office for the Eastern Mediterranean (EMRO)
LOCATION/UNIT Office of the WHO Representative, Somalia.
OBJECTIVES OF THE PROGRAMME :To eradicate Polio from Somalia by the year 2018 through routine and supplementary immunization and high quality AFP surveillance system. To reduce morbidity and mortality from other expanded program on Immunization target diseases (EPI).
The purpose of the post :To provide a variety of administrative support for POL, including human resource and Administrative work for the assigned projects: coordinating, monitoring and administrating the efficient daily running of the work and support of project/programme activities; and maintain database for POLIO eradication and other activities in Somalia.
THE SUCCESSFUL CANDIDATE WILL:
- Respond to and act on telephone enquiries in a timely manner, assess the critical nature of technical issues and direct them to appropriate staff for reply, coordinate appointments for supervisors
- Provide full administrative support to the assigned programme; draft, review and revise correspondence, reports, presentations, and documents and content in consultation with the supervisor, ensure compliance with WHO Style Guide, independently compose correspondence of administrative nature, take notes at meetings, provides informal interpretation/ translation when required.
Scan, record, refer and follow up correspondence and documents, evaluate the urgency or critical nature bringing them to the attention of the responsible staff. Inform and remind responsible staff of follow-up dates, response or specific actions, supplying supporting material as appropriate.
To keep up-dated list of names and addresses of government and institution officials, international organizations and non-governmental organizations.
Finalize all administrative and logistics preparations required for the organization of (working groups, seminars/courses, workshops) and pay per diem to participants as appropriate (if needed); arrange for video conferences with the Regional Office, HQ, other countries and partners
Maintain office records and reference files on polio programme.
Administer the recruitment of staff and non-staff, publish vacancy announcements, screen applicants, and finalize necessary arrangements for tests/interviews, conduct reference checks and initiate necessary appointment actions, finalize contractual arrangements for Special Service Agreements (SSAs), Consultants and Agreements for performance of work (APWs) through the procurement module.
In collaboration with HR/EMRO; monitor expiration of all types of POL staff and non-staff contracts; initiate extensions, separations and other staffing actions in GSM; attach necessary documents, check availability of funds, and follow up with different stakeholders timely finalization of actions.
Administer the attendance system and GSM absence dashboard, update and maintain leave records for staff and non-staff (SSA holders, consultants, etc.), including:
verifying leaves claimed in GSM against the records of the Time and Attendance system,alert staff in case of any discrepancy andinform supervisors of excess leaves/absence;
submitting leave requests on behalf of absent staff members, and following up with staff to ensure confirmation of leaves in GSM;
Responding to staff queries related to leave system and coordinating with Global Service Centre (GSC) and Human Resources (HR) to solve any related issues.
Follow up with concerned units/stakeholders on necessary arrangements regarding, travel, visas, residency permits, security clearances, travel authorizations, UN ID’s, hotel bookings for staff and non-staff.
Update and maintain HR confidential files (electronic and hard copies), including performance appraisal records, ensure confidentiality, and provide related statistical information and reports as and when necessary, follow up with staff and non-staff the timely submission of Performance Management reports.
QUALIFICATIONS REQUIRED:
EDUCATION
AND SKILLS: Essential: Completion of secondary school education supplemented by administrative training including training in human resources management
Desirable: University degree in business administration or related field is an asset.
• Demonstrated knowledge and application of human resources management policies and procedures
• Very good time management and stress management skills.
• Very good communication skills and analytical skills
• Good knowledge of WHO/UN procedures and HR practices as applicable to the administrative level an asset.
• Demonstrated ability to translate routine correspondence.
Other considerations:
- Very goo- Knowledge of Microsoft Office applications.
- Demonstrated ability to operate Enterprise Resource Planning (ERP) Oracle systems is an asset.
EXPERIENCE Essential: At least five years’ progressive experience in the area of administration,including experience in HR management
Desirable: Work experience with UN organizations / agencies or international institutions.
LANGUAGES
COMPETENCIES Very good knowledge of English and the local language. French is an asset.
1) Producing results
2) Setting an example
3) Communication in an effective and credible way
4) Moving forward in a changing environment
CLOSING DATE FOR APPLICATIONS: 17 March 2016
APPLICATIONS SHOULD BE MADE IN WRITING (on Form WHO 1.2 in this link:http://www.emro.who.int/images/stories/jordan/documents/PHF.doc?ua=1) AND SENT TO:
WHO REPRESENTATIVE OFFICE
TEL: +254 20 5121596
E-MAIL: recruitment@nbo.emro.who.int
ONLY CANDIDATES UNDER SERIOUS CONSIDERATION WILL BE CONTACTED FOR INTERVIEW AND TEST.
ANY APPOINTMENT/EXTENSION OF APPOINTMENT IS SUBJECT TO WHO STAFF REGULATIONS, STAFF RULES AND MANUAL.
How to apply:
APPLICATIONS SHOULD BE MADE IN WRITING (on Form WHO 1.2 in this link:http://www.emro.who.int/images/stories/jordan/documents/PHF.doc?ua=1) AND SENT TO:
WHO REPRESENTATIVE OFFICE
TEL: +254 20 5121596
E-MAIL: recruitment@nbo.emro.who.int