Job Description

Schedule: Full-time . 1. Background and Justification *Purpose of the Position Ensure effective and seamless administrative activities in WRO in the areas of budget, finance, procurement, human resources, general administration through coordinating the administrative services, oversee that deadlines are met and timely actions are taken. 2. *Objectives of the Programme and the immediate Strategic Objective To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State's health and development agendas, and harmonized with the United Nations country teams. *Organizational context (Describe the individual role of incumbent within the team, focusing on the intricacy and difficulty of working environment) Under the supervision of the Head of Country Office, Bahrain, the Administrative Assistant is the focal point for all human resources (HR), procurement, finance and workplan budget responsibilities in the WHO Representative's Office (WRO), coordinate and liaise with Human Resources unit (HRS), Budget and Finance unit (BFU), Global Service Centre (GSC), country offices and other stakeholders. Daily work is performed independently, and non-routine matters are discussed with the supervisor to obtain clearance/views on recommended course of action. Established procedural and office guidelines are available. The incumbent is expected to exercise considerable judgment and initiative in the application of the guidelines, and select an approach to work where precedents do not exist.

*Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected) The incumbent will perform the following duties:

Coordinate timely initiation of administrative actions related to joint programme of work (JPRM) and requests for goods and services, such as fellowships, DFCs and national training activities; maintain a systematic tracking and follow-up system. Review in GSM purchase orders for catalogue and non catalogue items, ensure adherence to WHO rules and procedures; follow up with concerned parties customs clearance, receipt of deliverables, storage, installation and finalization of payments. Oversee the management of the E-Imprest system; proper implementation of financial procedures and internal controls according to GSM instructions and WHO rules, verify calculations, supporting invoices and payment authorizations, extract from GSM, compile and review a wide variety of regular and adhoc financial and other project management reports. Act as focal point for HR issues; coordinate with HR/EMRO establishment of new positions, initiate staffing actions for all staff (appointments, extensions, separations, etc) and non-staff contracts (including issuance and renewal of SSAs); initiate recruitment actions for General service staff and Special service agreements, draft post descriptions, screen applications and recommend short list of potential candidates; arrange for interview panels, act as leave Administrator in GSM and monitor staff leave. Ensure proper maintenance of WRO buildings and equipments, report on assets inventory, and attend to the repair and maintenance of vehicles. Oversee the security of the office premises to ensure MOSS compliance and provide related briefing as needed; Attend non-technical meetings with representatives from other UN agencies, MOPH, etc. related to procurement, security, and other administrative issues, as required and follow-up on recommendations. Guide and brief all staff and non staff on WHO rules and procedures; provide on the job training for administrative support staff. *Difficulty, Sensitivity, Nature and Importance of Work Relations With whom (indicate title only) and for what purpose does the job require contacts?

Title of person contacted Subject and purpose of contact

Within unit/Department

HWCO and All technical /administrative staff To obtain or exchange information related to programme delivery. Follow-up on matters requiring decisions and clearance of administrative procedures.

Within Organization at duty station CO staff, non staff and visitors To obtain or exchange information related to programme delivery. Follow-up on matters requiring decisions and clearance of administrative procedures.

Within Organization outside duty station EMRO, HQ and GSC To obtain or exchange information related to programme delivery. Follow-up on matters requiring decisions and clearance of administrative procedures.

Outside the Organization

Suppliers of goods or services, National Staff in Ministry of Health, Staff from other UN Agencies, UNDP, Bank Officials - To obtain or exchange information related to any administrative/financial issues. - Respond to routine queries, and follow-up on correspondence on pending matters.

3. Recruitment Profile Competencies: Generic Describe the core, management competencies required - See WHO competency model - list in order of priority, commencing with the most important ones. *1. Teamwork *2. Respecting and promoting individual and cultural differences *3. Communication 4. Moving forward in a changing environment 5. Ensuring the effective use of resources

Functional Knowledge and Skills *Describe the essential knowledge and the skills specific to the position Ability to train other staff on administrative matters. Good analytical, planning and sound organizational skills; Stress and time management skills. Knowledge of WHO systems, procedures and practices is an asset Education Qualifications *Essential: Completion of secondary education supplemented by experience or training in finance/accounting and administration. Desirable: University degree in business administration, social sciences or related field is an asset. Experience *Essential: At least eight years progressive experience in the area of administration, including experience in HR and/or budget and finance positions. Desirable: Related experience in UN or international organization.

4. Use of Language Skills Excellent knowledge of English and Arabic. French an asset. Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.) Excellent knowledge of Microsoft Office. Knowledge and ability to operate ERP systems is an asset. ADDITIONAL INFORMATION WHO Competencies Enhanced WHO Global Competency Model: 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 may be used as a form of screening. In the event that your candidature is retained for an 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: Some professional certificates may not appear in the WHED and will require individual review. Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Staff members in other duty stations are encouraged to apply. For information on WHO's operations please visit: WHO is committed to workforce diversity. WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice. WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco. WHO has a mobility policy which can be found at the following link: Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world. Applications from women and from nationals of non and underrepresented Member States are particularly encouraged. *For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220. Interested candidates are strongly encouraged to apply on-line through Stellis. For assessment of your application, please ensure that: (a) Your profile on Stellis is properly completed and updated; (b) All required details regarding your qualifications, education and training are provided; (c) Your experience records are entered with elaboration on tasks performed at the time.