WHO DOES NOT SOLICIT FOR FEES OR ANY FORM OF PAYMENT FROM JOB APPLICANTS
EXTERNAL VACANCY NOTICE No. UGA/2020/05 PROGRAMME ASSISTANT – KOICA PROJECT
QUALIFIED FEMALE CANDIDATES ARE PARTICULARLY ENCOURAGED TO APPLY
The World Health Organization, Uganda Country Office is looking for a qualified and competent Ugandan national to fill the following position:
Post Title: Programme Assistant
Grade: G5
Contract Type: Special Services Agreement
Duty Station: WHO Country Office, Uganda
Duration of Contract: Twelve (12) Months
Closing Date: 15th October, 2020 .

A. Functions Under the general supervision of the Coordinator/KOICA Project, day to day guidance of the Operations Officer and overall guidance of the WHO Representative, the incumbent will perform the following duties:
• Provide Administrative support to the KOICA Project
• Initiate correspondence projects on the orientation of technical officers; finalize them in accordance with WHO and departmental styles and check language, grammar and accuracy before submission for approval and signature;
• Organize the administrative preparation of internal and external meetings, including the preparation of business plans, letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved;
• Analyze correspondence and requests received, highlight incoming
• documents and attach background information and identify areas requiring action by Program Managers, drawing attention to important issues.
• Schedule meetings of Program Administrators, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to WHO requests;
• Obtain information documents for meetings, seminars, workshops, etc.al officers take part in, verify their availability and ensure that they have the appropriate information files and documents;
• Ensure that technical reports and documents conform to WHO standards, rules, practices, procedures and editing style and correct them as necessary prior for submission, for the WHO Representatives signature.
• Use appropriate monitoring tools, monitor and ensure deadlines are met, and correspondence and requests are analyzed and processed as soon as possible
• Prepare requests for official travel by Technical Officers. Make airline and hotel reservations, prepare travel records and handle other related matters upon request;
• To collaborate and interact with other Programme Assistants in the other Clusters and the Senior Management Officers (SMO) Assistant for administrative support related to cross cutting functions, which is cross cutting in nature.
• Perform other related duties as required or directed, including support to Administration and the WHO Representative’s Office.

B. Competencies Core
• Technical expertise
• Overall attitude at work
• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Creating an empowering and motivating environment
C. Functional competencies
• The incumbent will demonstrate mastery and actualize his/her knowledge in the use of modern office technology through internal courses, on the job or self-training.
• He/she will keep abreast of changes in procedures and practices, rules and regulations, organizational structure in Country Office, organic group and WHO, to be able to brief and explain procedures to other staff members.

D. Educational qualifications
• Essential: Completion of secondary school, followed by Administrative training and/or Management.
• Desirable: Training in UN systems is an advantage.
• Proven skills in drafting and editing required.
E. Desirable skills and experience
• Essential: At least 6 years of experience in a recognized public or private institution
• Desirable: Experience in administrative support positions within WHO or another UN agency is an asset. Experience in Oracle-based systems or another ERP system is an asset.
F. Languages required
• Proficiency in written and spoken English; Knowledge of another UN language would be an added advantage.
• Other considerations (e.g IT Skills) Work requires the use of word processing or other software packages, and standard office equipment.
• Formal or self-training in the use of standard office software. Training in Oracle-based or other Enterprise Resource Planning (ERP) systems an asset.