Administrative Services Officer

OBJECTIVE OF THE PROGRAMME

To provide administrative and logistics support to the activities and Operations of the GMC units, health technical clusters and staff of the AFRO and Country Offices.

Under the direct supervision of the Director, General Management and Coordination Cluster (GMC), and overall guidance of the Regional Director, the incumbent is responsible for the management of a large team of directly employed and contractual staff, providing technical assistance on matters falling within the remit of the post within the Regional and Country Offices. The incumbent is required to work in collaboration with Regional and HQ counterparts when reviewing and complying with guidelines, directives and administrative objectives and is required to work independently to achieve expected results and targets within approved workplans, budgets and deadlines. The incumbent is required to collaborate with regional technical clusters and Country Offices in promoting and following common standards and methodologies as well as developing relationships with external service providers and the private sector, where appropriate. The incumbent is responsible for ensuring adherence and compliance with the appropriate rules and regulations and Organizational standards.

PURPOSE OF THE POSITION

The position of Manager, Administrative Services plays a fundamental, role in the WHO/AFRO Organization. Its responsibilities mainly revolve around building management, transportation, travel, meeting organization, inventory, archiving, logistics, etc. In collaboration with the countries, the Administrative Services Officer (ASO) must ensure that the organization's assets are properly identified, maintained, controlled, secured, and budgeted. The purpose of the Administrative Services 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 AFRO offices and related entities.

DESCRIPTION OF DUTIES

Under the direct supervision of the Director of General Management and Coordination, the position holder will be responsible for the following:

1. Supervises the respective sub-units within the Operational Support and Services (OSS): Conference, Protocol & Office Supply, Real Estate, Administrative Office, Travel, Registry, Fixed Assets Management, Fleet Management.
2. Provides guidance and technical input, management of staff, interpretation of Manual provisions and relevant rules and regulations; defines objectives and coordinates planned implementation.
3. Monitors OSS workplan and budget implementation and proposes any adjustments and technical advice.
4. Makes visits to host countries, coordinating practical arrangements in collaboration with the WR and advising host Government officials as necessary.
5. Undertakes appropriate monitoring and designs and implements appropriate safeguards to ensure the integrity and safety of essential building services and systems.
6. Support to country offices in terms of advice and monitoring of major renovation or layout work.
7. Participates in the review of global policies and procedures around administrative services. Aligns regional facilities operations with WHO and UN policies and procedures.
8. Designs and implements appropriate premises and operations risk management strategies.
9. Manages and coordinates the provision of subcontracted services within the regional office, ensuring compliance with relevant WHO standards.
10. Ensures that appropriate insurance to safeguard the entire organization’s property are put in place.
11. Oversees AFRO’s fleet and vehicle management, ensuring implementation of WHO Fleet System, promoting Road Safety and best practices for efficient and cost-effective management.
12. Specifies and drafts requests for proposals regarding contracts and subcontracts for various outsourced services, monitors service level agreements, supervises and manages the subcontracts.
13. Various tasks related to the smooth functioning of the regional office and country offices.

Overall, the role will:

• Ensure that the Operational Support Services have a staffing that is fit for purpose taking into account available resources.
• Promote simplification and efficiency, adequate risks management practices, transparency, and accountability.
• Promote use of digital means and innovation and keep up to date with latest technologies in the areas of work.
• Develop partnerships internally and externally to support the achievement of results.
• Promote a conducive work environment via appropriate duty of care mechanisms.

REQUIRED QUALIFICATIONS

Education :

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

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

EXPERIENCE

Essential:At least ten years of relevant professional experience including supervision of multidisciplinary teams including considerable experience obtained in an international context.

Desirable:Experience in working within the UN, WHO or international Organizations. Experience in supervising or contributing to new constructions or major renovations projects.

Functional Skills and Knowledge

• Good working knowledge of global office IT applications. Good working knowledge of project management software. Ability to understand and interpret technical and working drawings
• In depth knowledge of best practices and industry trends for procurement, contracting, travel, conference services, protocol, security, transportation, logistics, pouch and mail distribution, inventory, property and asset management as well as general administration.
• Knowledge of the UN or WHO financial regulations and rules, as well as procurement manual and applicable policies and procedures.
• Proven knowledge in the application of policies and the delivery of services within tight deadlines
• Proven leadership and team management skills in a multi-cultural context; skills in internal customer relationship management. Solid knowledge of the principles in the delivery against service level indicators within an ERP environment in a large complex international organization
• Ability to identify key strategic issues, opportunities and risks.
• Excellent analytical, negotiation and presentation skills.
• Emotional awareness; Ability to identify and harness one’s emotions and apply them to tasks; and the ability to manage emotions, which includes both regulating one’s own emotions when necessary and helping others to do the same.

WHO COMPETENCIES:

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Ensuring the effective use of resources
5. Building and promoting partnerships across the organization and beyond
6. Creating an empowering and motivating environment

Use of language skills

Essential: Expert Knowledge on English or French. Intermediate knowledge of the other.

Desirable: Intermediate knowledge of Portuguese

Other Skills (e.g. IT)

Good working knowledge of global office IT applications. Good working knowledge of project management software. Ability to understand and interpret technical and working drawings.

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 92,731 (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. 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 Manual.

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

• 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.

• 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.

• 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 shws@who.int.

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

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

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

• In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click this link for detailed guidance on completing job applications: Instructions for candidates