Programme Assistant

Mission and objectives

The World Health Organization (WHO) is the United Nations specialized agency for health, mandated to promote health, keep the world safe and serve the vulnerable. WHO works with Member States and partners to advance public health, strengthen health systems and improve access to quality health services.

Context

The WHO Libya Country Office provides technical cooperation and support to the Ministry of Health and other national institutions to strengthen the health system, improve health outcomes and advance universal health coverage. Its work is guided by WHO’s global and regional strategic priorities and aligned with national health priorities, in collaboration with government institutions, United Nations agencies, development partners and other stakeholders. WHO Libya’s work encompasses health systems strengthening, disease prevention and control, health emergency preparedness and response, health information, and support for vulnerable populations. The Country Office operates in a complex and evolving context that requires effective coordination, operational flexibility, accountability and close collaboration across programmes and functions

Task Description

Within the delegated authority and under the direct supervision of the Senior Strategy & Policy Advisor or his/her designated mandated representative(s), the UN Volunteer Programme Assistant will undertake the following tasks: 1. Financial Management and Support Review financial and obligating documents and undertake reconciliations, as required. Process financial transactions in the Enterprise Resource Planning (ERP) system and follow up with relevant stakeholders to ensure timely receipt of deliverables and completion of payments. Support the monitoring of financial aspects of country programme and project implementation, including budget availability, expenditures and utilization rates, in accordance with approved work plans and financial procedures. Identify and flag financial discrepancies, inconsistencies, potential risks and delays to the supervisor, and support appropriate follow-up actions. Provide guidance and brief staff at different levels on relevant budgetary, financial, administrative and human resources procedures and practices. 2. Administrative and Human Resources Support Provide input to the supervisor on planning, resource allocation and human resources management for programmes and projects. Support human resources administrative processes, including monitoring staff contracts, maintaining and updating the departmental human resources plan, and acting as leave administrator. Coordinate the effective delivery of administrative services, including monitoring office space requirements and acting as the focal point for office space-related matters. Review and analyse incoming correspondence and requests, conducting relevant research and providing background information as required. Draft correspondence, reports and other administrative documents, either independently or based on instructions, and finalize them for review and signature. Maintain and update the unit's filing and documentation systems, ensuring the proper organization and accessibility of technical documents and correspondence. Provide logistical and administrative support for the organization of meetings, workshops, missions and staff travel. Support colleagues in general administrative processes and provide backstopping assistance to administrative staff within the team. Perform any other related duties as may be required or assigned by the supervisor. Results/Expected Outputs The UN Volunteer Programme Assistant is expected to contribute to the following results: 1. Effective Financial Management and Monitoring Financial and obligating documents are reviewed and processed accurately and in a timely manner. Financial transactions, reconciliations and payment follow-ups are completed in accordance with established WHO procedures. Programme and project budgets, expenditures and financial implementation are regularly monitored, with discrepancies and potential delays promptly brought to the supervisor's attention. 2. Efficient Administrative and Human Resources Support Administrative and human resources processes are effectively coordinated and followed up, including staff contract monitoring, leave administration and updating of the departmental human resources plan. Office space, logistical arrangements, meetings and staff travel are adequately coordinated and supported. Correspondence, reports and administrative documentation are accurately prepared, finalized and properly maintained. The unit's filing and documentation systems remain organized, accessible and up to date. Timely and responsive administrative support is provided to WHO colleagues and relevant stakeholders. 3. Quality of Service Delivery and Institutional Support As an active member of the WHO team, the UN Volunteer provides efficient, timely, responsive, client-oriented and high-quality support, contributing to the effective implementation of the unit's activities and the achievement of its objectives. An Age, Gender and Diversity (AGD) perspective is systematically integrated and documented across all relevant activities throughout the assignment. 4. Contribution to Volunteerism and Knowledge Sharing The UN Volunteer actively contributes to promoting the values and principles of volunteerism within the host entity and, where relevant, through engagement with local communities and stakeholders. Relevant volunteerism-related activities and contributions are documented through annual and end-of-assignment self-reports. Knowledge-sharing initiatives, including contributions to UNV publications, the Buddy Programme and the promotion of online volunteering, are supported as appropriate. A final statement of achievements relating to volunteerism for peace and development is submitted, documenting activities undertaken, contributions made and capacities developed during the assignment.

Competencies and values

• Professionalism: demonstrated understanding of operations relevant to the World Health Organization; technical capabilities or knowledge relevant or transferrable to the World Health Organization procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;
• Integrity: demonstrate the values and ethical standards of the UN and [WHO] in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority;
• Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;
• Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.
• Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;
• Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;
• Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;
• Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards and vision, as well as to the UN Core Values.

Living conditions and remarks

Duty Station and Living Conditions Tripoli, Libya, is classified as an E-hardship and non-family duty station. The assignment is based at UN premises and requires full-time on-site presence. The UN Volunteer will be integrated into the UN security framework and must comply with all applicable UN security policies and procedures. Further information on living conditions and security arrangements will be provided by UNV and WHO during onboarding. The assignment requires flexibility, cultural awareness, resilience, and the ability to work effectively in a complex operating environment. Contract Duration and Renewal The initial contract will be issued upon arrival for the period indicated above. It may be extended subject to the continuation of the mandate, availability of funding, operational requirements, and satisfactory performance. However, there is no expectation of renewal. 1. Pre-assignment Entry lump sum: USD 350 Relocation costs: $175 at beginning and end of assignment if duty station is outside of commuting distance (as determined by UNV) 2. During Assignment Volunteer living allowance: USD 1101.5 Learning and training: Access to UNV’s learning and career development resources Annual leave: 2.5 days per month Insurance: Comprehensive coverage for health, life and malicious acts for the UN Volunteer and health insurance coverage for up to 3 eligible dependents. See the Conditions of Service for more details on eligibility criteria. Danger and hardship differential: USD 330.44 3. End of assignment Exit lump sum (paid on successful completion of assignment): $120 for each month served, paid on completion of contract