Administrative & Finance Assistant

Job Description

VACANCY NOTICE: NEP/IPD/SSA/2017/02

TITLE : Administrative & Finance Assistant (>1 position)
CONTRACT TYPE: Special Service Agreement (SSA)
Duty Station: WHO-IPD FIELD OFFICE
Unit/Office: Programme for Immunization Preventable Diseases (IPD)
APPLICATION DEADLINE : 17/01/2018
Duration of Contract: One Year
Salary: Lump sum package of approximately NPR 70,000 per month (Taxable)

The World Health Organization (WHO), Nepal invites applications from qualified and experienced candidates for the position of Administrative and Finance Assistant for WHO-IPD field offices.

Under the direct supervision of the designated Surveillance Medical Officer (SMO) and overall supervision of Medical Officer (MO-EPI) & Team lead IPD, the incumbent performs following duties:

The incumbent will provide administrative and financial support to Surveillance Medical Officer (or Regional Surveillance coordinator as the case may be) and facilitate prompt and reliable communication to and from IPD Field Office (FO). All activities must be carried out in line with WHO administrative and financial guidelines.

Functions

1) Administrative and general office support:

• Maintain prompt and reliable communication between IPD FO and IPD central office and the District Health Offices (DHO) linked to the IPD FO through both electronic and conventional paper based communications.
• Procure office supplies as necessary and maintain an updated inventory of all office assets.
• Maintain all personnel records as per administration and financial guidelines.
• Ensure that records of vehicle movement are properly maintained and all expenditure (fuel, repairing and maintenance) are recorded.
• Ensure that all office equipment is rationally used and take steps to prevent any potential misuse of the same.
• To ensure Minimum Operating Security Standards (MOSS) is strictly adhered to.

2) Financial functions:

• Cash book: Maintain daily updated IPD FO Cash book with all proper supporting documents. At the end of the month, submit monthly cash book with all supporting documents including bank statement and bank reconciliation statement, cash replenishment request etc. to IPD central office by submission deadlines.
• Monitor and maintain approved and sufficient cash limits in office and take necessary precautions to ensure physical security of petty cash and chequebook.
• Organize timely payment of all bills for goods and services procured by FO, in line with administration and financial guidelines.
• If necessary, prepare annual budget in collaboration with SMO and IPD Finance team.

3) Support in technical functions:

• Collect reports from different surveillance reporting units as well as other activities (e.g. Immunization related) as necessary and as directed by SMO
• Receive and, where advised by SMO, collect stool specimens with proper labelling and dispatch to IPD Central Office as per protocol.
• Keep track of surveillance activities and linked payments and support logistics for training workshops as necessary.

4) General:

• At all times maintain excellent professional working relationship with Govt. counterparts, surveillance network and other stakeholders.
• Any other tasks as assigned by the Supervisors.

Educational Qualifications:

- Essential: Completion of higher secondary school education or equivalent.
- Desirable: Additional qualifications in finance, office processes and allied subjects would be an asset.

Experience:

- Three years’ experience in secretarial, clerical or similar function
- Experience of working with an NGO or INGO would be an asset.

Competencies:

1. Teamwork 2. Communication 3. Respecting and promoting individual and cultural differences 4. Producing results

Language:

- Excellent written and spoken language skills in English and Nepali

Other Skills:

- Essential: Able to handle basic computer packages: word processors, spreadsheets and presentation programmes.
- Desirable: Working knowledge of data processing programmes would be an asset.

The ideal candidate should be self-motivated and able to deliver results with minimal supervision. Absolute integrity and
reliability for data and financial responsibilities are essential. WHO has a zero tolerance policy towards any deviations in
these areas.

Apply Instructions

Interested candidates meeting above requirements should submit applications to WHO Representative to Nepal with CV in
Personal History Form (PHF).

Electronic applications should be sent by email to senepipdvacancy@who.int, mentioning vacancy notice number in the subject line. If paper applications sent, please apply to the WHO Representative to Nepal, Attn: Administrative Officer, P.O. Box No. 108, Pulchowk, Kathmandu. Mark the envelope and CV with the vacancy notice number of position applied for.

Applications should be sent in not later than date indicated above.

- Electronic applications preferred. Only short listed applicants will be contacted for test/interview etc.
- Qualified female candidates are encouraged to apply
- Candidates should be ready to produce all testimonials and certificates in original.
- Any misrepresentation of facts would disqualify the candidate. No telephone enquiries please.

"WHO is committed to workforce diversity"
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco. 

Download

Personal History Form

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