Administrative 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.

PURPOSE OF POSITION

The International Agency for Research on Cancer (IARC) is the specialized cancer agency of the World Health Organization. The objective of the IARC is to promote international collaboration in cancer research.

The role of Services to Science and Research (SSR) branch is to support the achievement of IARC’s scientific objectives through efficient and effective management of the Agency’s resources and provision of administrative services, ensuring accountable risk mitigation and implementing strategies to strengthen capacities and maximize IARC’s impact.

Within the Services to Science and Research (SSR), the Administrative Services Office (ASO) is responsible for the delivery of administrative support and services to the Agency and field staff in the following areas: building management, maintenance and repairs, conference services, procurement, supplies and equipment, communication and records, documents production, assets management, insurance, transportation, logistics, security and safety, business continuity, travel services, UNLP, visas, and cafeteria. The ASO provides a service to support the successful implementation of the Agency’s scientific activities.

The position will be responsible for the delivery of administrative support and services to the Agency and field staff. Under the direct supervision of the Director of Administration and Finance (DAF) and overall guidance of IARC director, the incumbent manages the provision of a broad range of administrative support and services and has overall responsibility for the planning, monitoring and evaluation of administrative services operations, in accordance with the WHO Manual and IARC established procedures as well as with Host Agreement with France, customs regulations as applied to the Agency, security relations in France, in particular those concerning the Agency and labor and contract laws in France.

Contacts inside the organization

• With the Administrative Finance Office (AFO) to advise on the establishment and management of the budget for Administrative Services Office (ASO) services.
• With the SSR Heads to lead the support services.
• With Branch Heads and Agency personnel in general to advise on administrative matters involving the Branch (installation/modification of office/laboratory space and equipment, security matters…).
• With various parties regarding arrangements for meetings including Council meetings.
• Need for co-operation with the Administration and Scientific branches.
• The incumbent plays an active role in different Committees (OHSC, LSC, BSC, BCMT, etc.), which comprises the leaders in the different support services of the Agency.

Contacts outside the organization

• With Ministries of Foreign Affairs, Ministry of Health, Ministry of Research, customs and Embassies/Consulates to obtain information/resolve problems in connection with import privileges, issue of visas.
• With other local authorities (Prefecture, Region, Métropole, City) to represent the Agency
• Contractors/Architects/Engineers/Maintenance companies to negotiate contracts and discuss/supervise work/services to be carried out.
• WHO Academy, WHO HQs, WHO Regional Offices for all matters related to support services.

DESCRIPTION OF DUTIES

Within delegated authority, the Administrative Services Officer will be responsible for the following duties

1. Building management

• Manage the Building management team.
• Provide engineering and project management service; develop master plans for renovation and construction projects and site lay-outs.
• Ensure the regular maintenance of all major installations, including the identification of problems and the discussion with appropriate and specialized contractors.
• Develop procedures for preventive and routine maintenance of all site equipment and fittings.
• Supervise and ensure that works done by contractors are performed promptly and according to specifications.
• Ensure effective space management within the premises.
• Liaise with local utility suppliers.
• Prepare budgets for all site related works and monitor expenditures.
• Prepare periodic reports on the economic and financial aspects of site management.
• Supervise support staff involved in site management; provide training and technical guidance in their work.

2. Procurement services

• Manage and supervise the team, provide training and technical guidance in their work.
• Develop, update Procurement policy and procedures in compliance with WHO Policies and best practices of Procurement in international organizations.
• Prepare tender specifications for the supply and/or maintenance of the site and its equipment.
• Make proposals for the selection of new equipment and materials.
• Prepare specifications, procurements, acceptance of ordered supplies, customs clearance, storage and custody, maintenance, and inventory of all supplies, material and equipment as well as their disposal, as required.
• Review contracts for any purchase (services and goods)

3. Security and safety

• Manage and supervise the team, provide training and technical guidance in their work.
• Ensure that fire and industrial safety standards are followed at all times.
• Act as UNSMS/SMT alternate and Security Focal Point for IARC premises.
• Liaise with UNDSS to ensure the Minimum Operating Security Standards (MOSS) compliance, timely report on security related incidents, disseminate security and travel advisory information and arrange security briefings and trainings of staff.

4. Business continuity

• Act as Business Continuity Officer and assist DAF and DIR in any emergency situation.
• Update Business continuity plan.
• Coordinate Business continuity actions in compliance with decisions made by the Business continuity management team.

5. Conference services

• Manage and supervise the team, provide training and technical guidance in their work.
• Coordinate and plan the administrative, logistics and technical running of conferences.

6. Administrative services

• Manage the administrative support and overall administrative services, including travel, assets management, local service requirements, visas, UNLP, insurance, transportation, logistics, etc.
• Ensure compliance with IARC’s policies, criteria and procedures.

7. Perform other related duties, as required.

COVID-19 MEASURES

Due to the evolving situation resulting from the Covid-19 pandemic, and depending on work requirements, this position may be partly occupied remotely, from the home of the candidate selected in the region Lyon, according to the teleworking clause for force majeure currently in force as part of the IARC teleworking policy during this pandemic period.

WHO COMPETENCIES

• Producing results.
• Communication.
• Teamwork.
• Creating an empowering and motivating environment
• Ensuring effective use of resources.

REQUIRED QUALIFICATIONS

EDUCATION

Essential: Advanced university degree (master’s degree or above) in engineering or business administration.

Desirable: Professional or Chartered accreditation by an appropriate national or international regulatory authority for civil or structural engineers. Project management qualification.

PROFESSIONAL EXPERIENCE

Essential:

• At least seven years of postgraduate professional experience in managing administration and/or facility management and maintenance with experience in laboratories, with independence and decision-making authority.
• Strong technical background and practical experience in project planning, scheduling, and delivery.

Desirable: Experience in a cancer research hospital/centre.

USE OF LANGUAGE SKILLS

Proficient knowledge of English or French with very good knowledge of the other language.

FUNCTIONAL SKILLS AND KNOWLEDGE

• Proficiency of developing master plans for renovation and construction projects and site lay-outs.
• Strong Project management skills
• Strong managerial skills
• Knowledge of security regulations. Advanced knowledge of computer software such as AutoCAD, MS Office, MS Project, MS Visio, Net browsers and other project management software.
• Leadership ability, sound and impartial judgment and ability to negotiate and supervise the work of contractors.
• Concrete skills in the managing and implementing administrative processes.
• Knowledge of French regulations, French Administration.

OTHER SKILLS ( IT SKILLS)

Knowledge of Auto CAD and other architectural engineering software. Knowledge of Microsoft office 365 office package.

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 3,131 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 or lower.
• Only candidates under serious consideration will be contacted.
• A written test and/or presentation/seminar may be used as a form of screening.
• If 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. IARC/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 noting that first year of fixed term contracts is a probationary period which maybe extended subject to performance evaluation.
• For information on IARC’s operations please visit: https://www.iarc.who.int, and for more general information on WHO's operations please visit: http://www.who.int.
• IARC/WHO is committed to creating a diverse and inclusive environment of mutual respect. The IARC/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.
• IARC/WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Participating States https://www.iarc.who.int/equity-diversity-and-inclusion-at-iarc are strongly encouraged to apply for IARC/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. IARC/WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the IARC/WHO Values Charter https://www.iarc.who.int/about-iarc-who-ethics into practice.
• IARC/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 IARC/WHO workforce have a role to play in promoting a safe and respectful workplace and should report to IARC/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, IARC/WHO will conduct a background verification of final candidates.
• IARC/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• IARC/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 fully express and develop their talents.
• The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Staff members in other duty stations are encouraged to apply.
• Mobility is a condition of international professional employment with IARC/WHO and an underlying premise of the international civil service. Candidates appointed to an international post with IARC/WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.