Administrative & Finance Assistant PN#373429

Syria

Finances/Accountancy - Administrative

Not Specified

The incumbent will perform the following duties:
ADMINISTRATION.
1. Provide a full range of secretarial services, ensuring that deadlines are met and correspondence and queries are responded to in a timely manner. Type and edit technical reports, documents and presentations in accordance with WHO style, draft general correspondence on own initiative or upon instructions.
2. Receive, screen and process incoming correspondence and requests, obtain and attach background information and forward to the staff concerned; draw their attention to specific issues/problems as necessary.
3. Make necessary arrangements for field visits and duty travel of team members, consultants and visiting missions, follow up on ticket and hotel reservations, security clearances, and process travel requests in GSM.
4. Assist in organizing meetings, workshops and training activities, by typing documents and presentations, sending letters to participants, photocopying and preparing files; follow up with logistics units regarding arrangements. Provide secretarial support during meetings.
5. In close coordination with the Administration/Finance unit, process all requests related to programme activities, such as procurement of goods and services, DFC, APWs, fellowships, consultants, etc. obtain necessary approvals and initiate action in GSM. Follow up with concerned parties the completion of deliverables and payments.
FINANCE
6. Initiate, verify and process financial transactions and payments for WRO office and sub- offices pertaining to staff and non-staff costs, purchase orders, local purchases, Imprest, DFC’s, GES etc, based on authorizations received. Monitor Imprest GL’s ensuring accuracy of financial data, adequacy of supporting documents and maintenance of proper accounting records.
7. Prepare appropriate payment schedules for direct implementation activities (workshops, trainings etc) and in close collaboration with finance unit administer payment. Close financial transactions related to direct implementation activities by collating all necessary supporting documentation and preparing a summary financial report.
8. Provide programme managers with the required information and regular updates on purchase order balances to facilitate the preparation of budgetary estimates for activities. 9. Replace and assist other colleagues in the team and perform other related financial and administrative duties as required.

LANGUAGES:
-Very good knowledge of English and local language.
IT Skills:
- Ability to operate PC and good knowledge of Microsoft applications
- Knowledge of GSM/Oracle applications is an asset.
COMPETENCIES:
1) Communication in an effective and credible way
2) Producing results
3) Fostering Integration and team work
4) Knowing and managing oneself.

WHO is the directing and coordinating authority for health within the United Nations system. It is responsible for providing leadership on global health matters, shaping the health research agenda, setting norms and standards, articulating evidence-based policy options, providing technical support to countries and monitoring and assessing health trends.

Apr 23, 2017

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