Operations Officer

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 134,294 USD and 175,847 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 the Post:

As part of the Administrative Services & Conferences Unit (ASC), the purpose of the position is to efficiently plan, organize and administer conference and printing facilities, providing services to WHO/EURO and agencies at UN City.

Objectives of the Programme and of the immediate Strategic Objectives:

The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, safeguarding personnel and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal changes. The division projects are designed to increase productivity, ensure financial sustainability of the region’s structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being.

The purpose of the Administrative Services and Conferences (ASC) unit is to deliver efficient, cost effective and responsive logistical and administrative support through a service-oriented approach for the day-to-day operations and staff of the EURO offices and related entities.

Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives):

As part of the Administrative Services & Conferences Unit (ASC), the purpose of the position is to efficiently plan, organize and administer conference and printing facilities, providing services to WHO/EURO and agencies at UN City.

Under the direct supervision of Regional Admin Services Manager, the incumbent will:

• Supervise and organize the daily tasks of a team providing conference and printing services, ensure that activities are carried out in a timely manner and that the team's work is integrated with rest of the Unit
• Assist Head of Unit in managing workplans and/or projects, including analyzing staffing and training needs, evaluation of technologies and proposing solutions for more efficient services, planning and budget development; identify operational issues and propose solutions; prepare periodic reports and assist in ensuring effective use of resources
• Oversee the planning and organization of meetings and events held in EURO managed facilities at UN City. This includes managing bookings, analysing requirements, managing staffing and service contracts, providing cost estimates and accounting control to ensure optimal use of resources, as well as coordinating technical support both internal (audio-visual, ICT, printing, supplies) and external (technicians, movers, cleaning, catering, etc), ensuring the desired room layouts and generally dealing with any technical and logistics issues; coordinating services for external participants in collaboration with the Unit, UN City Reception and Security, as required.
• Oversee the EURO print shop and manage EURO related aspects of the global managed printing contract including providing Docu Care to Regional Office and facilitating implementation of the agreement when requested by relevant COs/GDOs
• Develop and update service catalogue and price lists, maintain relevant sections of EURO and UN City intranet with up-to-date information; keep regular contacts with clients, conduct surveys and/or reviews to monitor service satisfaction
• Manage the UN City meeting booking system used by WHO in collaboration with UN City ICT, making recommendations for its further development/improvement.
• Oversee the modernization of EURO managed conference facilities, meeting rooms, printing facilities and the print shop at UN City; ensure the development, maintenance and necessary update of the technology used to deliver services.
• Coordinate conference and printing services provided to UN City agencies, Danish government institutions and/or other official counterparts, as well as their pricing;
• Prepare, implement and report on UN City shared conference budget; ensure cost-effectiveness of shared financial and human resources; oversee billing for services, ensure payments are received timely and recorded correctly
• Review and monitor contracts to ensure value-for-money, timely issuance and/or renewal, develop Terms of Reference and manage the tendering process, provide statistics and reports regularly and when requested
• When required, assist Head of Unit in logistical arrangements for high-level meetings held outside Copenhagen office, including preparing shipment from and to Copenhagen, of all necessary equipment, supplies and stationery needed for the meetings.
• Ensure that policies and procedures for conference and printing services remained streamlined, client-oriented and that information is disseminated in a timely manner.
• Perform other tasks as required by the supervisor.

Competences:

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

Functional Knowledge and Skills: In-depth knowledge of administrative, logistics, printing and meeting services; thorough knowledge of WHO financial rules and regulations, including procurement; Excellent communications and negotiation skills.

• Team management skills in an international, multi-cultural and multi-disciplinary environment; Good inter-personal skills, tact and diplomacy.
• Ability for analytical and creative thinking to provide rapid solutions and/or re-allocate resources in response to unexpected events. Service-oriented.
• Very good knowledge of MS Office. Good knowledge in use of an ERP system.
• Knowledge of graphic design software and IT savvy are desirable.
• Emotional intelligence; Ability to identify and manage one’s own emotions, as well as helping others to do the same.

Educational Qualifications:

Essential:

First university degree in business administration, or events management or other fields relevant to the duties

Desirable:

Certification or training in project management, international conference management or coordination of printing.

Experience:

Essential:

A minimum of 5 years relevant experience working in planning and managing conferences or printing production within an international and multicultural environment, including at supervisory level.

Desirable:

Experience in managing budget. Previous relevant experience in WHO or an UN agency.

Language skills

Required:

Expert knowledge of English

Desirable:

Expert knowledge of Danish

Working knowledge of either French, Russian or German.

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 64,121 (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 4018 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.
• *For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220.
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