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.

OBJECTIVES OF THE PROGRAMME

The WHO Academy will deliver advanced digital and classroom training to WHO staff, health policy practitioners, health workers and other individuals. The Academy will be a globally accessible school for the future which combines the latest technologies in digital and remote learning with advancements in adult learning science to offer innovative, personalised and multilingual training that meets priority needs.

DESCRIPTION OF DUTIES

1. Manages the programme area of work in delivering its objectives through efficient management of a small team of operational staff, to optimize the programme's deliverables in line with the mandate of the Organization.
2. Develops and monitors work plans and budgets for the team's activities and follow up on the implementation of planned activities.
3. 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 health technical units within WHO. Undertakes appropriate monitoring, and designs and implements appropriate safeguards to ensure the integrity and safety of essential building services and systems. Manage office space allocation.
4. 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.
5. 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 on facility management, cleaning, security guard services and utilities, ensuring compliance with relevant legislation and WHO standards.
6. Manages and coordinates the asset management including receiving, recording and disposal of fixed assets.
7. Manages and coordinates protocol services related to visa/residency formalities, customs, ID cards, import of personal effects. Provides advice to staff.
8. Coordinates and oversees administrative and logistical support services related to travel, conference/meeting and mail services including logistical arrangements for events, conferences, meetings and training programmes in the WHO Academy Campus.
9. Oversee the delivery of IT services including proximity support to staff.
10. Coordinates with UNDSS and HQ security Focal Points 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 training of staff. Act as security focal point and business continuity focal point for the WHO Academy Campus.
11. Builds a network of external service providers to ensure the execution of administrative services for the WHO Academy Campus.
12. Performs any other duties as required.

REQUIRED QUALIFICATIONS

Education

Essential:

Advanced university degree (Master's level or above) in Engineering, Public or Business Administration, Management or any other related field.

Desirable:

• Certification in project management.
• Contract management certification.

Experience

Essential:

• A minimum of seven years of relevant professional experience managing operations and/or administration.
• Experience using Enterprise Resource Planning Oracle systems or similar packages.
• Experience implementing budgets and work planning.
• Experience in managing diverse teams.
• Experience working at the international level.

Desirable:

• Experience in WHO or UN procurement rules and procedures.
• Experience in running Request for Proposals (RFPs) and monitoring the delivery of outsourced service providers.
• Experience in working in WHO and/or the UN system.
• Experience in working in a multicultural environment.

Skills

• Excellent knowledge of procurement, contract management, project management and vendor management.
• Excellent knowledge of facilities management best practices.
• Thorough knowledge of budget and risk management.
• Strong expertise in managing and implementing administrative processes.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Ensuring the effective use of resources Building and promoting partnerships across the organization and beyond Creating an empowering and motivating environment

Use of Language Skills

Essential:

• Expert knowledge of English.
• Expert knowledge of French.

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 3099 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 and/or an asynchronous video assessment 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 E-Manual.

• 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 workforce. 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. 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 [email protected].

• 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 short-listed candidates.

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

• 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.

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

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

• Mobility is a condition of international professional employment with WHO and an underlying premise of the international civil service. Candidates appointed to a fixed-term position in the Professional category with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].

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