Managment and General Administration

Purpose of the Position

In the context of the WHO Health Emergencies Incident Management System (IMS), at the country level, the incumbent will plan and implement management and general administration tasks in Pemba Sub-Office. That includes preparation, management and monitoring of transactions related to budget, finance, Imprest, human resource, logistics, procurement, assets, monitoring and reporting.

 Objectives of the Programme and of the immediate Strategic objective

The mission of WHO’s Health Emergencies Programme (The Programme) is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

Organizational Context

Reporting to the EPR Team Lead, and under the overall guidance of the WHO Representative, the incumbent will, in relation to the Incident Management system, plan and implement budget and finance operations, including all aspects of financial management and financial reporting of EPR Cluster at Central and Sub-Office levels. The MGA Officer, reviews financial data, participates in evaluating financial risk assessment, provides inputs on financial issues, and prepares financial reports. The incumbent ensures adherence to the International Public Sector Accounting Standards’ (IPSAS), applicable emergency Standard Operating Procedures (SOPs), and financial policies and procedures. The incumbent liaises closely with the WCO Operations Officer (OO), WCO Programme Management (PMO), AFRO Clusters, HQ, other UN agencies and Donors in seeking information, responding and carrying out duties. The incumbent will supervise administration and operational teams of the Sub-office in Pemba.

Summary of Assigned Duties

• Organize the day-to-day budget and financial operations encompassing quality control, monitoring and clearance, financial accounting and reporting, workplan and award management including cash flow forecasting and monitoring.
• Manage WCO Mozambique overall EPR funding allocations and awards process, prepare necessary forms for the awards’ cycle including Interim and Final Certified Financial Statements;
• Implement WCO Mozambique overall EPR budgetary and financial actions in the Global Management System (GSM), this includes submission of workplan funding, Planned Cost, Award budgets, reprogramming of awards and preparation of expenditure batches, while ensuring speedy response to the incident management team’s financial requests. Ensure expenditures are charged according to approved workplan, finding distribution and donors’ agreements;
• Monitor and follow-up on donor proposals and reporting deadlines; verify and provide budgetary clearance to proposals and reports for resource mobilization team, ensure compliance with relevant financial policies, procedures and emergency SOPs;
• Track and report on financing against budget: monitor implementation rates, consolidate financial data, analyze and prepare periodic/ad hoc budgetary and financial statements and returns, identify financial gaps, and recommend remedial or alternative action to mangers as appropriate.
• Develop, adapt, update and maintain an accurate tracking system of all financial activities pertaining to the emergency preparedness, recovery and response operations at the country level;
• Oversee the accurate recording of financial transactions, calculation and payment of salaries, allowances and other payments to staff, non-staff, contractors and vendors.
• Supervise and support and the management of account and Imprest of the Sub-Office: analyze expenditures against approved allocations, reconcile cash books with bank statements.
• Liaise with the OO and PSEA Focal Points at WCO Mozambique and ensure that all staff members, consultants and affiliate personnel recruited and/or deployed by WHO receive a proper and documented briefings on general administration issues including but not limited to financial, budgetary, HR and Wellbeing, Procurement, Assets, IT, Logistics, PSEA and Field Security. Make sure they complete security clearance and mandatory WHO trainings before their deployment in the field;
• Draft audit responses, review and follow- up on any outstanding audit recommendations related to area of work;
• Supervise – in close collaboration with the WCO OO and in accordance with WHO rules, regulations and procedures – all administrative and operational staff and activities at the Sub-Office, including but not limited to local Procurement of goods and services, human resource and wellbeing issues, assets management, IT, finance (Bank account, petty cash and Imprest management), budget, logistics and field security issues,
• Submit Management and General Administration report quarterly to WR, OO and EPR Focal point highlighting key administrative, financial, budgetary, HR, security, assets and potential risks and risk mitigations solutions;
• Perform any other related incident-specific duties, as required by the functional supervisor

Functional Knowledge and Skills

• Thorough knowledge of accounting, budgetary and financial management principles and their application.
• Excellent understanding of accounting practices and procedures, including the application of IPSAS.
• Strong analytical, time management and problem-solving skills.
• Knowledge of WHO rules regulations, policies and practices would be an asset.

Education Qualifications:

Essential

A first university degree in accounting, financial management, business or public administration or economics with specialization in budgeting/accounting from an accredited/recognized institute.

  Desirable

• An advanced university degree (Masters level or above) in business administration, finance, accounting, or public administration. Professional qualification or licensure in accounting/accountancy.

Experience

Essential

• Minimum of five years professional experience, at the national and international level, in finance, budget/accounting. Demonstrated experience in accounting and consolidation of financial data using ERP systems or similar packages.

Desirable

• Prior experience in supporting emergency or health outbreak operations at the field level. Relevant experience with WHO, other UN agencies, health cluster partners, recognized humanitarian organizations or with an international nongovernmental organization.

Marcado como: Organização Mundial da Saúde - OMS