Assignment Title: Planning /Reporting Officer, NO-B, SSA
Contractual Arrangement: Special Service Agreement (SSA)
Grade: NO-B
Duty station: Kampala, WHO Country Office, Uganda
Duration: 6 months (Renewal of the contract will depend on IMTs needs and availability of funds)
1. Background and Justification
Purpose of the Position
In the context of the WHO Health Emergencies Incident Management System (IMS), the Planning /Reporting Officer will assist the development of the WHO proposals and Concept Notes outlining the activities and resources (staffing, equipment, funding) required for WHO to perform its role as the lead technical agency in health emergencies. This includes compiling, processing, analyzing and the dissemination of relevant information for the effective management of the emergency incident and to develop donor reports.
2. Job Description
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Objectives of the Programme and of the immediate Strategic Objective
The mission of WHO’s Emergency Preparedness and Response 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
The Planning/Reporting Officer reports directly to the External Relations Officer under the overall guidance of the Incident Manager. S/he works closely with the other members of the Incident Management team and the technical leads, at the three levels of the organization, to support proposal development and reporting for emergency preparedness, response and recovery activities. The Planning/Reporting Officer ensures that planning is based on accurate data and that the expected results with the associated inputs (competencies and financial resources) are clearly defined and reported on to donors. The incumbent develops and facilitates timely reporting on all grants related to the Ebola response or other emergencies, ensures timely and effective dissemination of information on objectives and achievements. Assignments require ongoing contacts with staff at all levels throughout WHO, including the Regional and HQ Offices as appropriate, to receive advice and exchange information.
Summary of Assigned Duties
The duty station is WCO Uganda in Kampala, however, during deployment, the duty station may change, and duties may be modified, based upon the technical needs of the Programme.
Within the framework of the delegated authority, the incumbent is assigned all or part of the following responsibilities:
- Write or copy-edit several types of reports, including but not limited to quarterly, semi-annual, annual, and final reports for a large portfolio of donors.
- Support the writing or copy-editing of several types of proposals and Concept Notes, including but not limited to quarterly, semi-annual, annual, and final reports for a large portfolio of donors.
- Ensure timeliness, quality assurance and adherence to donor specific criteria and/or requirements. This includes gathering of information, consolidation of this, editing, as well as layout and branding of all required reports, which include donor reports, specific thematic reports and consolidated emergency reports. In reviewing the reports ensure compliance with donor conditions, quality of data, fund utilization figures generated from WHO finance system.
- Draft content is to be collected and compiled from the program teams with compilation, editing, and formatting to be done by the Reports Officer.
- Collaborate with the teams to report on project achievements and capture learning from program implementation.
- Provide programmatic inputs and advice resulting in high quality communications materials, and strategic and programmatic documents, including program updates.
- Ensure timely and accurate reporting in line with donor requirements (in terms of style and content) and schedules.
- Ensure that reports are supplemented by photographs, charts, etc. and follow WHO brand standards.
- Work with Incident Management teams to compile, produce and disseminate high quality mandatory reports, donor briefings, etc.
- Support the External Relations Office to maintain a coherent system for tracking donor reports due and ensure clearance of reports for timely submission to resource partners.
- Ensure that the relevant staff have the most up-to-date information on reporting guidelines and donor requirements including data segregation by gender and age, gender mainstreaming, etc..
- Prepare tables, charts and other graphics to the preparation of monitoring and progress reports, briefings, proposals, Donor’s reports, communications and advocacy documents required for strategic decision making.
- Attend various project management meetings, plan relevant activities, ensure predictable follow-up on agreed action points with relevant stakeholders.
- Perform any other related incident-specific duties, as required by the functional supervisor.
3. Recruitment Profile
Competencies: Generic
- Respecting and promoting individual and cultural differences
- Building and promoting partnerships across the organization and beyond
- Teamwork
- Communication
- Ensuring the effective use of resources
- Producing results
Functional Knowledge and Skills
- Demonstrated knowledge and skills in reporting and proposal development.
- Proven knowledge of programme and financial management as well as administration of complex health programmes and services.
- Ability to perform and adapt to complex and changing political, social, and economic contexts.
- Knowledge of WHO or other UN agencies’ governing mechanisms, procedures, planning and programme management.
- Proven ability to synthesize and powerfully convey messages and good knowledge of development and programme issues, especially in the context of health emergencies and WHO’s work.
- Strong demonstrated experience in drafting reports in English.
- Skills in designing and preparing attractive layouts will be an added advantage.
Education Qualifications
Essential: First university degree in public health, management, business or public administration or other social sciences from an accredited/recognized institute.
Desirable: Advanced university degree in public health, business or public administration. Specialized training in epidemiology, health management, or humanitarian interventions.
Experience
Essential: A minimum of two (2) years of relevant experience in planning, managing data and monitoring operations or financial reporting, in a public health or humanitarian international context.
Desirable: Experience working in WHO, the UN and/or international organization, health partners and recognized humanitarian organizations including at the regional/country level. Experience in change management and organizational development.
Demonstrated experience in coordinating with and reporting on the work of diverse teams and financial resources at international level.
4. Use of Language Skills
Excellent knowledge of English.
Working knowledge of another WHO official language would be an asset.
Other Skills (e.g. IT)
Excellent knowledge of Microsoft Office applications and automated planning tools.