The mission of WHO's Health Emergencies Programme (WHE) is to build the capacity of Member States in the South-East Asia Region to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and emergencies and to provide effective relief and recovery to affected populations.The MGA area of WHE is responsible for effective management and administrative support for the emergencies programme and for ensuring that WHO emergency operations are rapidly and sustainably financed and staffed. This consists of the provision of high quality, predictable administrative services (i.e. HR, Finance, Work-planning, Grant Management) to the emergency programme including during emergency response as well as effective monitoring of (and compliance with) SOPs leading to continuous improvement and business process excellence.
Under the direct supervision and guidance of MGA, the incumbent performs the following:
Office management
1. Review incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines
2. 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
3. Provide guidance to other staff on office procedures and WHO standards
Programme support
4. Provide support in the monitoring implementation of the work plan, including timely information on budget ceiling/award budgets, monitor income and expenditure and funds available; follow up on financial/budgetary issues and ensure timely processing of committal documents; assist in the preparation of financial and technical progress reports to donors
5. Prepare contracts for consultants, Agreement for Performance (APW), Technical Services Agreements (TSA) and General External Services requests (GES); record receipt of deliverables and initiate and monitor payment
6. Initiate requisitions for goods procurement and record receipt of deliverables
Meeting Administration/Duty Travel
7. Coordinate administrative preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations
8. Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting
9. Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues
10. Schedule unit meetings and prepare minutes
Other Duties
11. Handle visitors and telephone calls and take action as appropriate, providing background information for appointments
12. Perform other related duties as required or instructed, including providing support to other areas of work
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