Programme Associate

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Job Description

OBJECTIVES OF THE PROGRAMME

The WHO Asia-Pacific Centre for Environment and Health in the Western Pacific Region (ACE) based in Seoul, Republic of Korea was established with a mission to function as a ‘Centre for technical and scientific excellence’ in contributing to the development of healthier and safer environments and strengthened community resilience to climate and environmental change for health and health equity for all people of the WHO Western Pacific Region. Therefore, the Centre’s objectives are to:

Strengthen the scientific information and evidence for policy making on existing and emerging climate and environmental determinants of health
Assist Member States in developing and implementing policies to protect and promote health and well-being
Support Member States in developing and strengthening technical capacities and programmes in climate change, environment and health

DESCRIPTION OF DUTIES

The incumbent reports to the Programme Management Officer with guidance from the Head of Office, WHO Asia Pacific Centre for Environment and Health.
The Assistant will be responsible for supporting the staff of ACE on administrative issues related to programming and finance through the use of the WHO Global Management System (GSM) and contributor Engagement Management (CEM).
The incumbent is expected to perform general tasks following the established practices and procedures independently. Specific instructions and guidance are provided by supervisor on difficult or complex issues. Guidelines can be obtained from relevant sections of the WHO eManual, WPR Programme Management Handbook, WPR Policies and Procedures Handbook, WPR Secretaries Handbook information circulars and administrative memoranda issued from time to time.
Provide support and input on aspects of planning, resource allocation and human resources management of the programmes. Monitor the correct use of the WHO Financial Rules and Regulations by staff in their implementation of funds.
Monitors and updates information relevant to programme budget flows in the GSM system and CEM or other on-line systems and alerting to upcoming shortfalls, updating files, and transferring funds as instructed; upon instruction clearance of obligating documents, checking them for completeness, and following up on missing elements as required.
Assists in data collection from the GSM system or other on-line system to review, analysis and preparation of periodic internal and external reports as required.
Monitor expenditures and alert supervisor on issues of compliance with work plans, financial rules and regulations and award agreements, drawing the attention of the supervisor or other senior staff concerned to urgent items and deadlines. Follow up on the mid-term reviews and the end of year of biennium closure of accounts exercise for the Department.
Review contractual documents, earmarking funds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as APW’s, and other contract modalities. Monitoring and keeping track of all contract extensions and renewal deadlines, checking, and ensuring that funds are available for the proposed contract and ensure that the renewal of contracts for staff are carried out in a timely fashion, maintaining, and updating the Departmental HR plan accordingly

Monitors active encumbrances, open purchase orders (POs) and Interim Certified Financial Statement (ICFS) due and outstanding deliverables and follows up with administrative colleagues for ensuring compliance with deadlines
Assists in the implementation of programme budget and workplan in conformity with the WHO financial rules and policies for the provision of short-term consultancies, procurements of goods and services, and others related.
Provide administrative and logistical assistance in the context of the organization of meetings and take meeting minutes
Perform other related duties as required or instructed, including providing support to other areas of work as assigned

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school with thorough training in accounting, finance and general administration
Desirable: University degree related to finance and administration and training in enterprise resource planning (ERP)

Experience

Essential: At least five years of progressive experience in budgeting, financing, programme management or other relevant administrative work.
Desirable: Relevant working experience in UN agencies or international organizations is an asset. Training in Oracle-based or other ERP systems is an asset.

Skills

Thorough knowledge of programme management principles, compliance with rules and regulations, and office procedures.
Ability to acquire quickly knowledge of WHO procedures, policies, rules and regulations particularly on programme budget preparation.
Capacity to manage complex databases. Ability to draft correspondence, summaries and meeting reports concisely and accurately.
Effective problem solving and analytical skills.
Skills in the use of word processing packages, data processing equipment and spreadsheets are essential.
Ability to work harmoniously as a member of a team, adapt to diverse cultural and educational backgrounds and maintain a high standard of personal conduct.

Use of Language Skills