Position: Administrative and Programme Assistant (Premium Job)

Job Description

PURPOSE OF THE POSITION:

The purpose of this vacancy is to develop a list of qualified candidates for inclusion in this advertised roster for WHO Health Emergency Programme (WHE), Nepal. Successful candidates will be placed on the roster and subsequently may be selected for the assignments falling in this area of work or for similar requirements/tasks/deliverables. Inclusion in the Roster does not guarantee selection to a SSA contract. There is no commitment on either side.

Objective of the Programme:

The objective of the WHO Nepal Country Office is to implement the Country Cooperation Strategy by supporting the Ministry of Health and Population (MoHP), Government of Nepal (GoN) in the formulation, implementation and evaluation of national health policies, strategies and plans and developing and managing WHO’s technical cooperation programmes at the country level. The Country Office collaborates with the Government of Nepal and relevant stakeholders in support of their efforts of achieving national health goals; of ensuring the attainment of universal health coverage and of contributing to global and regional public health action by providing need-based technical assistance in national level policy formulation, setting norms and standards, improving knowledge dissemination and management, monitoring country health situation and building sustainable institutional capacity, to play a greater leadership role in different national level policy technical forums. WHO provides guidance and technical support in organizing the humanitarian health response following multi-hazard emergencies and in revitalizing the capacity of the health sector to recover and rebuild from emergencies in appropriate and sustainable ways. In the inter-emergency period the objectives are to increase the capacity and resilience of the Nepal Health System to reduce risk, prevent and prepare for disasters, to mitigate adverse health consequences, through supporting the Emergency Risk Management interventions prioritized in the national plan for the implementation of the Sendai Framework for Disaster Risk Reduction (2015-2030); and the health security interventions for enhancement of core capacities required to comply with the International Health Regulations (IHR) 2005 as prioritized in the National Action Plan on Health Security (NAPHS), National Action Plan on Anti-Microbial Resistance (NAP-AMR) and National Pandemic Preparedness and Response Plan (NPPRP).WHO strives to integrate and harmonize the actions undertaken for enhanced ERM and Health Security with the interventions implemented to achieve the health-related Sustainable Development Goals (SDGs) and health systems strengthening through appropriate capacity building and co-ordination mechanisms and partnerships. The WHO Health Emergencies Programme (WHE) supports the MoHP, GoN to direct and coordinate the rapid provision of life-saving emergency health interventions at scale in the aftermath of multi-hazard emergencies and disasters and subsequently assists in the rapid recovery of the health system in collaboration with national and international partners. Thereupon it provides technical support to the MoHP and partners to enhance health sector emergency risk management through prevention risk reduction or mitigation; preparedness and response readiness to build a health system that is resilient to multi-hazard disasters including public health emergencies.

Summary of Assigned Duties

Under the overall supervision of Team Leader – WHO Health Emergencies (WHE) Programme, direct supervision of National Professional Officer (Admin), WHE Programme the incumbent will perform the following functions.

• Draft activity proposals, timely implementation of the WHO / Government of Nepal (GoN) collaborative activities through exchange of information, and follow up and implementation of the activities with the concerned government Departments/Units and individual contractors.
• Initiate proposals (APW, DFC, TSA, GES, and others) in coordination with Government counterparts and implementing partners including a financial breakdown, and make all arrangements to get offline approval and uploading in GSM/ECM.
• Coordinate on preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations including preparation and dispatch of invitations, booking of the meeting venues, etc., as and when required.
• Assist to create WHO suppliers of the service procurement providers and follow-ups with the concerned staff for the timely creation of supplier information in GSM.
• Review incoming correspondence and ensure routing to the responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; develop tracking tools to follow up target dates and deadlines.
• Create and/or maintain filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information search as required.
• Assist reviewing budget proposals received from the government or other stakeholders and propose necessary revisions in conformity with WHO rules and standard practices.
• Provide administrative support, prepare necessary background information etc. for HR functions, as and when required.
• Assist in preparation of Request of Quotation (RFQs), Request for Proposals (RFP) document, receipt of quotations, bids, or proposals for preliminary evaluation, as and when needed.
• To check the supporting documents and other related documents received from the implementing partner and ensure to meet the WHO compliance.
• Perform other duties as assigned by the Supervisors.

Job Specification

Essential:

• Completion of Higher Secondary Level education.

Desirable:

• University degree would be asset.

Experience:

Essential: At least three years of work experience in secretarial/clerical/administrative work.

Desirable:
Four years’ experience in secretarial/clerical/administrative and emergency operations. Work experience in WHO and/or in another UN/ INGO will be an asset.

Functional Skills and knowledge:

• Thorough knowledge of modern office procedures and practices; the incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure.
• Ability to handle work in a timely and accurate manner with tact and discretion, as required.
• Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.
• Knowledge of the key health security risks; situations, needs, and priorities in all-hazards public health emergency preparedness, and response.
• Ability to generate options, decide, prioritize, execute and multi-task under pressure.
• Ability to effectively work with government, development partners/donors, and collaborating agencies.
• Technical expertise: Overall attitude at work is also required mandatory competencies.
• Good writing skills in English, including the ability to write clear and concise reports and proposals

Other skills:
Good knowledge of computer applications and software including MS Office applications (specifically excel, word and ppt.). Ability to coordinate with the government, manage projects, build partnerships with multiple partners in the context of health emergencies.

Competencies:

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results

Use of Languages Skills: Excellent knowledge of written and spoken English and Nepali.

REMUNERATION:

Monthly Salary: (Net of tax) NPR 97,279.00 (Level V) at single rate (taxable as per Nepal Government laws and appointment will be through Special Services Agreement, (SSA).

Grade: Level V

Duty Station: Anywhere in Nepal

ADDITIONAL INFORMATION:

• This vacancy notice may be used to fill other similar positions at the same grade level.
• Only candidates under serious consideration will be contacted.
• A written test and the interview may be used to screen applicants.
• Any extension of appointment would be subject to programmatic requirements, performance of the incumbent and availability of funds.
• WHO only considers higher educational qualification obtained from accredited institution. The list can be accessed through this link: http://www.whed.net.
• Any misrepresentative of facts would disqualify the candidate.
• No telephone enquiries or paper applications please.
• WHO is committed to workforce diversity.
• Application from qualified female candidates particularly from disadvantaged and socially excluded groups are -strongly encouraged.
• For information on WHO’s operations please visit: http://www.who.int.
• WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• This position is subject to local recruitment.