Administrative Officer

Contract

This is a P-2 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 2 years of experience, depending on education.

Salary

The salary for this job should be between 89,317 USD and 121,315 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 Division of Country Support, Emergency Preparedness and Response (CSE) supports the development and delivery of WHO's strategic engagement portfolio in Member States with and without country offices. It aims to maximize WHO's impact in countries by helping them realize their health and development ambitions and strategies in line with the European Programme of Work (EPW) and the Sustainable Development Goals (SDG). CSE recognizes that each country is different and needs tailored collaboration. The Division works by bringing people and units together across WHO divisions, offices and key partners. The Division has the principal function to develop mechanisms that help the organization understand, strategize, implement and connect for country impact. In this, it focuses on gathering, analyzing and presenting information for country impact; developing, tracking and refining strategic country engagement plans; supporting programme implementation in countries; and facilitating effective collaboration and networks within the organization and with countries and partners. This includes working with partners and Member States to manage and respond to the health needs of refugees and migrants, with a focus on access to health services and on preparedness for refugee and migrant influxes. CSE operates in particular proximity to Country Offices and provides opportunities for frequent mobility between assignments in the Division and in countries (in particular for team lead positions). Individual technical officers will have -in addition to their specific technical focus- a geographic responsibility by virtue of being a focal point for a limited number of country offices, for which they will provide support across all technical areas covered by CSE. The Division houses the WHO Health Emergencies Programme (WHE) that provides technical guidance and operational support to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies. WHE assists countries to contain and mitigate the risk of high-threat diseases and infectious hazards; to detect and assess emergency health threats and inform public health decision-making; and to respond rapidly and effectively to emergencies under a coordinated Incident Management System. It ensures WHO's work in emergencies is effectively managed, sustainably financed, adequately staffed and operationally ready to fulfill its mission. Its hub-and-spoke structure ensures country-specific and inter-country activities in priority countries. The WHO country office works with the National Authorities to achieve the highest standard of health as a fundamental human right, based on equity and on SDGs principle of leaving no one behind. WHO actions are engrained in the WHO 13th General Programme of Work with its 3 prong objectives of promoting healthier populations, keeping the world safe through addressing health emergencies, and protecting the vulnerable through Universal Health Coverage. WHO's mandate revolves around six core functions:

(i) providing Global Health leadership;

(ii) shaping the health research agenda;

(iii)setting norms and standards;

(iv) articulating evidence-based policy options;

(v) providing technical support to countries; and (vi) monitoring and assessing health trends.

The WHO Country Office is an integral part of the WHO Regional Office for Europe. Its main role is to facilitate and coordinate all WHO activities at country level and to implement the European Programme of Work 2020-2025 -“United Action for Better Health in Europe” which sets out a vision of how the WHO Regional Office for Europe can better support countries in meeting citizens' expectations about health. WHO at country level delivers this through practical, actionable and country focused solutions to health challenges, keeping in perspective that achieving health and well-being is a whole-of-society endeavour; This is done through facilitating the implementation of the Biennial Collaborative Agreement with the country and its corresponding workplan. The WHO Country Office maintains good working relations and ensures information exchange between the country and WHO, policy and strategic guidance on Health issues to all national and international partners in the country, provision of direct technical expertise when needed and aims at more community engagement and participation, and to promote health equity.

DESCRIPTION OF DUTIES

The purpose of the post is to provide support to the WHO Representative (WR) in the day to day management and oversight of all administrative services and operations of the Country Office. In particular, the incumbent manager the following areas of the WHO Country Office's work: planning, finance, budgeting, procurement of goods and services, information technology and office management.

General

• Provide advice and guidance to the WR and other CO staff on administrative and financial rules and regulations of the Organization as well as appropriate practices and procedures, administrative processes and services. To provide briefing and training in this area as needed and appropriate, in coordination with the Business Operations (BOS) division.
• Establish and utilize tools, workflows and processes that would allow the WR and CO staff to initiate and execute administrative actions in a timely manner and in compliance with the rules and regulations of WHO and the BOS Division.

Finance

• Monitor and analyse financial and non-financial data to assess options for solutions to financial/administrative resources issues, proposing to the WR effective and efficient approaches to optimize programme delivery.
• Oversee the financial management systems of the CO; prepare budgetary forecasts; establish control and report structures by monitoring commitments and ensuring the processing of obligating documents that adhere to operational plans, compliance with deadlines and with reporting cycles and financial controls.
• Oversee and coordinate all related to corporate planning processes as per requirements from Programme Management (PRM/BOS).
• Oversee all procurement related actions and execution of orders for services and/or goods.
• Participate in the formulation, negotiation and consultation of project proposals funded by partner agencies and institutions, reviewing them to ensure that they meet WHO's administrative and financial rules and regulations.

Human Resources

• Work in close collaboration with the WR and the CSE AO and in consultation with BOS/HRS on all human resources issues related to the staffing of the CO to implement the approved human resources plan.
• Perform and/or oversee leave tracking and performance management process of the CO.
• Supervise assigned administrative support staff; coordinate their work objectives ensuring alignment to GPW13 and EPW; distribute and organize tasks in accordance with the needs of the office and evaluate their performance.

Local UN Common system

• Represent the CO as delegated by the WR in Operations Management Team meetings and liaise with other United Nations agencies regarding administrative and security matters, providing input and recommendations.
• Provide support on security matters e.g. MOSS compliance.

Other duties

• Other relevant duties relevant to the scope of the assignment.

REQUIRED QUALIFICATIONS

Education

Essential: A bachelor's degree in business, public administration, finance, economics or related field from a recognized institution. Desirable: Master's degree in any of the above fields or additional qualification in business and/or project management, health services administration or related field.

Experience

Essential: At least two years of professional experience in office/project management in the areas of administration, human resources, finance/accounting, budget, logistics, security, travel arrangements, procurement or any other related administrative eservices and operations. Demonstrated experience in coordination of activities. Desirable: Relevant work experience, with special focus on administrative and financial rules, procedures and practices, within the World Health Organization and/or other UN agencies.

Skills

Proven ability to analyze financial data and provide recommendation on key administrative issues.

Demonstrated knowledge and expertise in administrative services and operations.

Demonstrated ability to work with standard Microsoft PC applications.

Emotional intelligence; Ability to identify and manage one's own emotions, as well as helping others to do the same.

WHO Competencies

1) Teamwork

2) Respecting and promoting individual and cultural difference

3) Communication

4) Producing results

5) Ensuring the effective use of resources

Use of Language Skills

Essential: Expert knowledge of English. Desirable: Expert knowledge of Russian.

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 49,254 (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 1761 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.