Field Data and Operation Assistant

Roster for Field Data and Operation Assistant (FDOA) – (2407040)

Grade: No grade
Contractual Arrangement: Special Services Agreement (SSA)
Contract Duration (Years, Months, Days): The duration of the contact will depend on the need of the function
Job Posting: Sep 4, 2024, 4:50:19 PM
Closing Date: Sep 20, 2024, 3:44:00 AM
Primary Location: Nepal
Organization: SE_NEP WR Office, Nepal
Schedule: Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

..Objective of the position:

The purpose of the position is to provide data and operation support to Field Offices (FO) of the WHO Immunization preventable Disease (WHO-IPD) program. The incumbent will report to the WHO-IPD Surveillance and Immunization Medical Officer (SIMOs) and facilitate prompt and reliable communication between WHO-IPD FO and WHO-IPD main office (MO) in Kathmandu. All activities must be carried out in line with WHO technical, administrative and financial guidelines.

DESCRIPTION OF DUTIES

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

Programme Support:

• Support the delivery of services and transactions during supplementary immunization activities for polio and measles, routine immunization and vaccine preventable diseases, outbreaks and any other activities being undertaken by the field office.
• Support activities related with identification and monitoring of high-risk areas with the focus on the zero dose and under-immunized children, adolescent girls, and pregnant women.
• Maintain records of disease surveillance and immunization activities including technical support related to new vaccine introduction and any support during health emergency event or outbreak.
• Assist in preparation of district level spot maps, reports, presentation, and training materials for meetings and workshops.
• Coordinate with labs including sample shipment tracking. Timely share lab results with reporting individuals/ institutions that reported cases.
• Keep track of surveillance and immunization supported activities and linked payments and support logistics for training workshops as per program requirements.

Data Collection & Analysis:

• Maintain and update district wise database of immunization session sites and surveillance sites (reporting network and informer sites) including medical colleges, tertiary hospitals, potential health facilities, key informants for all VPD surveillance, related activities.
• Compile and analyze relevant immunization and VPD surveillance data, develop need-based maps (municipality and provincial level). Ensure timely feed forward of data through provided apps/ software based on WHO/National guidelines.
• Maintain, analyze, monitor Immunization Field monitors (IFMs) activities monitoring data and other details. Share analysed data with staff in FO and Central IPD.
• Maintain record of all VPD surveillance files (hard and soft copies) as per program SOP and policy.
• Support tracking timeliness and completeness (T&C) of weekly reports from weekly reporting sites and submit report to central office on monthly basis and maintain aggregated T & C form.
• Support in preparation of feedback letters to province, health offices and municipality.

Budget & Finance:

• Support finance-support services including maintaining and update of online accounts, vouchers, cash book and assist in preparation of necessary reports.
• Perform bank reconciliation in a timely manner and immediately report discrepancies (if any) to the supervisor.
• Maintain daily Cash book, timely monthly submission with supporting documents.
• Submit Travel Claims of SMO / AFA / Drivers on a timely manner
• Organize timely payment of goods and services procured by FO, in line with administration and financial guidelines including travel claims of respective FO staff.
• Prepare and monitor the monthly and annual planning and budget to ensure judicious usage of fund and processing of the timely
• payment to vendors as per the established procedures.

Administrative Operations:

• At all times maintain respectful professional working relationship between IPD FO and IPD Central unit and the relevant government Public Health Offices linked to the IPD Field office through both electronic and conventional paper based communications
• Timely share feedback with relevant officials and highlight specific issues/problems as necessary.
• Procure office supplies as necessary and maintain an updated inventory of all office assets.
• Maintain all personnel records as per administration and financial guidelines
• Support general logistics arrangements for training/workshop/ seminars.
• Support management of WHO fleet, need-based hiring of vehicles, as per guideline. Ensure timely and complete documentation (Log sheet, approvals, verification etc.) followed by timely disbursal of payments to vendor.
• Ensure that all office equipment is rationally used and take steps to prevent any potential misuse of the same.
• Maintain transparent filing systems, ensure proper documentation of activities supported, ensure all supporting records are trackable and traceable.
• To ensure Minimum Operating Security Standards (MOSS) is strictly adhered to.
• Strictly adhere to compliance related to guidelines and SOPs related to prevention of sexual exploitation abuse and harassment.
• Performs other relevant duties as assigned by the supervisors. This includes duty travel or duty-station reassignment on short notice as per the program requirements.

REQUIRED QUALIFICATIONS

Education:

Essential:

• Completion of higher secondary school education or equivalent.

Desirable:

• University degree would be an asset
• Training certificates and /or courses in secretarial / administrative skills / finance
• Training in data analysis software would be an asset.
• Additional qualifications in administration and finance would be an asset

Experience:

Essential:

• Two years’ experience in secretarial, clerical, administration and finance or similar functions

Desirable:

• Experience of working with UN and NGO or INGO would be an asset
• Demonstrated experience in office correspondence would be an asset.

Functional Skill and knowledge:

• Thorough knowledge of modern office procedures and practices; the incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure.
• Ability to handle work in a timely and accurate manner with tack and discretion, as required.
• Ability to maintain and update knowledge in the use of office technology through in-house courses, or-the-job training and/or self-training.
• Knowledge of the key health security risks; situations, needs, and priorities in all-hazards public health emergency preparedness, and response.
• Ability to generate options, decide, prioritize, execute and multi-task under pressure.
• Ability to effectively work with government, development partners and collaborating agencies.
• Technical expertise: Overall attitude at work is also required mandatory competencies.
• Good writing skills in English, including the ability to write clear and concise reports and proposal.
• Work independently with minimum guidance and support.

Other Skills:

• Proficiency in Microsoft Office: word processors, spreadsheets and other data processing, presentation programmes,Outlook and send out calendar invites, knowledge of data processing programmes and fluent in English and Nepali typing would be an asset

WHO Competencies:

• Teamwork
• Communication
• Respecting and promoting individual and cultural differences
• Producing Results

Language:

• Excellent knowledge of written and spoken language skills in English and Nepali

REMUNERATION:

• Monthly Salary: (Net of tax) NPR 81,066.00 (Grade: SSA Level IV) at single rate (taxable as per Nepal Government laws and functional modality will be through Special Services Agreement)

Duty Station:

• Any of the WHO-IPD Field Offices

Additional Information

1. This Vacancy Notice may be used to fill similar positions at the same level.
2. Only candidates under serious consideration will be contacted.
3. A written test and interviews may be used as a form of screening.
4. If your candidature is retained for interview, you will be required to provide, in advance, a scanned copy of the degree(s)/ diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
5. For information on WHO’s operations please visit: http://www.who.int.
6. The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits workforce regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
7. The WHO is committed to achieving gender parity and geographical diversity in its workforce. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversityequity-and-inclusion) are strongly encouraged to apply for WHO jobs.
8. Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process.
9. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
10. An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter (https://www.who.int/about/who-we-are/our-values) into practice.
11. WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of short-listed candidates.
12. WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
13. Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
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15. This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
16. Any extension of appointment would be subject to programmatic requirements, performance of the incumbent and availability of funds.
17. Qualified female candidates are encouraged to apply.