Admin Services Officer

Contract

This is a P-4 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 7 years of experience, depending on education.

Salary

The salary for this job should be between 90,970 USD and 117,287 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

To provide administrative and logistical support to the activities and operations of health technical units and staff of the South-East Asia Regional Office and Country Offices.

DESCRIPTION OF DUTIES

Under the general supervision of Director, Administration and Finance (DAF) the incumbent performs the following duties:

1. Supervises the respective sub-units within the Administrative Services Unit, providing guidance and technical input, management of staff, interpretation of Manual provisions and relevant rules and regulations; defines objectives and coordinates planned implementation. Monitors ASU workplan and budget implementation and proposes any adjustments and technical advice.
2. Coordinates the provision of safe, secure, legally compliant office and conference premises with due regard for relevant standards and best practice, as well as any relevant guidelines established by WHO. Undertakes appropriate monitoring, and designs and implements appropriate safeguards to ensure the integrity and safety of essential building services and systems. Manages office space allocation.
3. Advises senior management and staff on all matters relating to policies, practices and procedures in the area of administrative services and recommends solutions for the Regional and Country Offices, as required.
4. Reviews existing regional policies and procedures, participates in the review of global policies and procedures in the area of administrative services.
5. Plans, specifies and coordinates appropriate planned and reactive maintenance programmes of premises and their infrastructure to minimize waste, unplanned down time, operation and energy costs and emergency repairs. Aligns regional facilities operations with WHO and UN policies and procedures. Designs and implements appropriate premises and operations risk management strategies. Specifies and drafts requests for proposals with regard to contracts and subcontracts for various outsourced services, monitors service level agreements, supervises and manages the subcontracts
6. Plans, specifies and manages implementation of new building with regular monitoring and reporting of progress, capital renewal and repair programmes in accordance with established deadlines and budgets. Reviews and updates the regional capital master plan and real estate inventory.
7. Plays key quality, assurance and monitoring role for potential building projects carried out by the Governments for the needs of SEARO.
8. Manages and coordinates the receipt and dispatch of mail and diplomatic pouches in accordance with best practices. Manages the regional office archives to ensure compliance with documentation schedules and best practice.
9. Coordinates travel, conference and meeting services including logistical arrangements for Regional Committees and other important meetings. Makes preliminary visits to host countries, coordinating practical arrangements in collaboration with the WR and advising host Government officials as necessary.
10. As secretary of the Property Survey Committee monitors, manages and coordinates the receiving, recording and disposal of SEARO (including country offices) fixed assets and inventory. Manages and supervises stores operations in accordance with recognized best practices.
11. Assists international staff during their transition and establishment in India, advising on transport of personal effects, customs and visa/residency formalities, driving licenses, telephone installations, gas contracts, visas and Government of India ID cards and other protocol matters.
12. Manages and coordinates the provision of subcontracted catering, cleaning and security guard services within the regional office, ensuring compliance with relevant WHO standards.
13. Coordinates meet and assist services for the Regional Director and VIPs, as required.
14. Performs other duties, as assigned.

REQUIRED QUALIFICATIONS

Education

Essential: Advanced University degree in Engineering, Business Administration, Public Administration, Finance, Law, Economics or related field.

Desirable: Training or certification in engineering, project management (Prince II or equivalent).

Experience

Essential: Minimum seven (7) years of relevant professional experience including supervision of multi- disciplinary teams, including considerable experience obtained in an international context. Project Management experience.

Desirable: Experience in working in WHO and/or the UN system, together with specific experience of using Oracle. Experience in working in a multicultural environment. Engineering experience will be an asset.

Functional Skills and Knowledge:

Excellent knowledge of facilities management best practice and industry trends. Customer relationship management and service level management. Good knowledge of meetings management and logistics. Good knowledge of contract management, project management and vendor management. Good analytical and presentation skills. Good attention to details.

WHO Competencies

Ensuring the effective use of resources

Respecting and promoting individual and cultural differences Teamwork

Communication Creating an empowering and motivating environment

Language

Excellent reading, writing and speaking ability in English, with ability in other UN languages an asset.

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 77,326 (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 2094 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.

• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• 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.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff 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.

• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion)are strongly encouraged to apply for WHO jobs.

• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int

• 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 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.

• Mobility is a condition of international professional employment with WHO and an underlying premise of the international civil service. 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.

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

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

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