• Country: Dakar, Senegal
• No of vacancies: N/A
  
• Salary: N/A
• Organization: WHO
• Gender: Both
• Deadline: 2024-02-19

PROGRAM OBJECTIVES

The WHO Health Emergencies Program aims to support countries and coordinate international action to prevent, prepare for, detect, and respond to outbreaks and emergencies. respond quickly and ensure recovery.

REASONS FOR THE POSITION

Provide administrative support to the Dakar hub/WHE in compliance with WHO policies, procedures, rules and regulations.

SUMMARY OF TASKS

Under the supervision of the Hub Administrator, the Program Assistant provides support to managers and staff members in achieving the following objectives:

General Administration:

1. Personnel administration and, among other things, guidelines relating to staff regulations and status;
2. Welcome and new civil servants andprovide advice and assistance on administrative management issues:

– Organize meetings on administrative problems that arise on a day-to-day basis and possibly participate in them,

– take part in discussions regarding new and revised procedures or practices.

3. Assist in the preparation of administrative budgets and human resources plans for the hub;
4. Assist international staff members with the importation, acquisition and registration of their vehicles and personal effects in collaboration with the Country Office Administrator;
5. Track leave and absence of hub staff members.

Purchasing and inventory management:

1. Assist in purchasing forecasting;

– Assist the hub in developing purchasing forecasts.

– Based on the purchasing forecast plan, the Assistant provides support in the execution of related purchasing activities and may participate with or in place of the line manager in meetings with suppliers or program units;

2. Initiate or review purchase requests for goods and services;

– This includes the initiation of non-staff contracts (Consultant and SSA) following the request expressed;

– Ensure that the list of selected contractors/suppliers is sent for registration;

– offer the hub or help in accepting the most economical offers, supporting supporting documents.

3. Acknowledge receipt of goods and services in GSM;
4. Maintain/update data of all “inventoriable” items in the country office;
5. Manage the allocation of office space and equipment to staff members in collaboration with the administrative services team;

Travel and meeting management:

1. Save and manage meeting plans in GSM;
2. Register and manage travel requests for official meetings and missions;
3. Ensure compliance with travel policy;
4. Make all administrative arrangements relating to official hub meetings and missions and manages travel plans;
5. Monitor the implementation of recommendations made during missions;
6. Assist in the production of reports, statistics and/or information materials, as needed;
7. The role holder will serve as a fallback in the event of the absence of a team member in a similar position or another position within the hub.

REQUIRED QUALIFICATIONS

 Education

 Essential:

End of secondary studies in general administration with practical training focused on management .

 Desirable:

Postgraduate diploma in management.

 Experience

Essential:

8 years of experience involving progressively greater responsibilities   in administrative management.

 Desirable: 

Experience within a United Nations System Agency or in an international or multinational structure; Knowledge of the Orale software package or other ERP system would be an asset.

Functional skills

WHO Competencies

–          –  Promote integration and teamwork

–          – Respect and promote individual and cultural differences

–          –  Communicate credibly and effectively

–         –  Produce results;

–          – Know yourself and manage yourself

LANGUAGES

* Essential:

Essential: Fluency in spoken and written French

* Desirable:

Fluency in spoken and written English

Other Skills (e.g., IT)

Computer proficiency and ability to use a variety of software.

Mastery of Microsoft Excel is essential for using the WHO Global Management System (GSM) modules.

Excellent knowledge of other Microsoft applications (Word, PowerPoint, etc.)

Voyage:

All official travel carried out by staff during the exercise of their mission will be the responsibility of the WHO.

Remuneration 

XOF 565,000 per month

Additional Information 

• This vacancy notice may be used to identify candidates for other similar consultancies at the same level.
• Only candidates under serious consideration will be contacted.
• A written test may be used as a form of screening.
• If your candidature is retained for interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• For information on WHO’s operations please visit: http://www.who.int.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits workforce regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
  The WHO is committed to achieving gender parity and geographical diversity in its workforce.
• Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply for WHO jobs.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonable accommodation@who.int
• An impeccable record for integrity and professional ethical standards is essential. 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 (https://www.who.int/about/who-we-are/our-values) 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 short-listed candidates.
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• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
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