Admin Services Officer

Overview

Support operations of the Hub by managing administrative functions efficiently.

You have:

• A university degree in Business Administration or related fields is essential.
• At least 5 years of relevant previous job experience in progressively responsible administrative functions, preferably within the UN.
• Experience of working with central government administration in Germany is essential.
• Experience in at least two of the following areas: Event/Conference Management, Protocol, Security is essential.
• Knowledge of WHO HR regulations, rules and policies is desirable.
• Expert knowledge of English and German is essential.
• Intermediate knowledge of another WHO language is desirable.
• Thorough knowledge of administrative, human resources theories and principles is essential.
• Excellent communications and negotiation skills are essential.
• Ability to represent the Organization with UN agencies and other partners is essential.

Contract

This is a P-3 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be between 107,420 USD and 140,658 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

OBJECTIVES OF THE PROGRAMME

The mission of WHO's Health Emergencies Programme (The Programme) is to build the capacity of Member States to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations. The Health Emergency Intelligence and Surveillance Systems division (WSE) is responsible to build a system of collaborative intelligence enabling better decisions to avert and manage public health threats and risks. Its goal is to enable, strengthen and support countries, regional and global actors in averting and managing public health threats and risks through collaborative problem solving and decision-making for short-term action and long-term policies, informed by better data and analytics.The WHO Hub for Pandemic and Epidemic Intelligence is a new office of WHO, located in Berlin. It works with partners to enable the generation of public health relevant information to provide timely actionable insights and improve decision making to prepare for, avert and respond to public health threats. It also aims to reduce fragmentation and inefficiency by creating anecosystem that promotes collaboration across multiple professional disciplines, sectors, and initiatives; and empower decision makers, public health professionals, and civil society to make informed public health decisions.

DESCRIPTION OF DUTIES

The incumbent of the position supports the Operations Manager of the Hub who is responsible for ensuring that the Hub operates effectively and efficiently in aspects of administrative operations related to all protocol questions and that the Office maintains close working relations with the host government and other UN agencies present in Berlin and Germany more broadly; travel administration in line with correct application of the WHO rules and regulations; hotel, event and conference management.

The incumbent delivers a range of administrative support services in the areas of human resources, travel, event management and protocol. Specifically, the incumbent:

Develops processes and procedures needed for the Hub in relation to protocol questions within German context.

Serves as the initial focal point both for the host government as well as for staff and non-staff in the Hub on all protocol-related questions,ensuring all protocol-related documents including visa support letter, attestation, Commencement of Duty letters, Protocol Card applications are timely and properly completed according to the Seat Agreement.

Assists international staff during their transition and establishment in Germany, advising on transport of personal effects, customs, residence formalities, driving license etc.

Manages and coordinates the receipt and dispatch of diplomatic pouches in accordance with the protocol and ensure compliance with archive and documentation retention policy.

Advises the Operations Manager and other Team Leaders in coordinating travel, conference and meeting services including all logistical arrangements for the events and meetings organized by the Hub, ensuring value-for-money.

Plans and coordinates meetings, allocating conference facilities (including Hub) and services in accordance with established entitlements, legislative mandates and budgetary resources.

Oversees duty travel processes and compliance to policy in the Hub.

Supports the Operations Manager on all aspects related to building management, office maintenance, fixed asset and inventory management and security.

Assists the Operations Manager in managing subcontracted servicesrequired for the Hub, i.e., building maintenance, security and cleaning services, ensuring compliance with relevant legislation and WHO standards.

Specifies and drafts Request for Proposals with regard to contracts for various outsourced services, monitor service level agreements and Key Performance Indicators.

Participates in the recruitment and training of General Service staff.

Performs other tasks as required.

REQUIRED QUALIFICATIONS

Education

Essential: A university degree in Business Administration or related fields. Desirable: An advanced university degree in Business Administration or related fields.

Experience

Essential: At least 5 years of relevant previous job experience in progressively responsible administrative functions, preferably within the UN. Experience of working with central government administration in Germany. Experience in at least two of the following areas: Event/Conference Management, Protocol, Security. Experience in an international setting and multicultural environment. Desirable: Knowledge of WHO HR regulations, rules and policies is an asset. Good working knowledge of IT applications and project management software.

Skills

Thorough knowledge of administrative, human resources theories and principles, procedures and their application, preferably in a UN / WHO setting. Excellent communications and negotiation skills. Ability to work under pressure in an independent manner with an interdisciplinary team. Ability to represent the Organization with UN agencies and other partners. Excellent inter-personal skills, tact and diplomacy. Ability for analytical and creative thinking to provide rapid solutions. Proven ability to deal with multiple tasks in a courteous and service-oriented manner in demanding working conditions with short deadlines, and as part of a multicultural team. Team player with a strong service-oriented attitude. Strive to live up to high ethical and professional standards.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Ensuring the effective use of resources Producing results Creating an empowering and motivating environment

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of German. Desirable: Intermediate knowledge of another WHO language.

REMUNERATION

WHO salaries for staff in the Professional category are calculated in US dollars. The remuneration for the above position comprises an annual base salary starting at USD 62,692 (subject to mandatory deductions for pension contributions and health insurance, as applicable), a variable post adjustment, which reflects the cost of living in a particular duty station, and currently amounts to USD 1505 per month for the duty station indicated above. Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level

• Only candidates under serious consideration will be contacted.

• A written test may be used as a form of screening.

• In the event that your candidature is retained for an 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.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• Staff members in other duty stations are encouraged to apply.

• For information on WHO's operations please visit: http://www.who.int.

• WHO is committed to workforce diversity.

• 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 into practice.

• 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 final candidates.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• WHO has a mobility policy which can be found at the following link: http://www.who.int/employment/en/. Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

• Applications from women and from nationals of non and underrepresented Member States are particularly encouraged.

• *For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220.

Potential interview questions