Administrative Services Officer (Meeting Operations)

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    1 month ago
  • Category:
    Administration, Conference and Meeting Services
  • Deadline:
    17/11/2023

JOB DESCRIPTION

OBJECTIVES OF THE PROGRAMME

The objective of the department of Operational Support and Services (OSS) is to ensure high quality, consistent and responsive managerial and administrative services to all programmes and staff in headquarters, and where relevant, to all regions of WHO, and to promote an efficient and collaborative customer oriented working environment to achieve results. Under OSS, the Global Conference and Travel Support Center (GCT) consists of the following sub-units:

(i) Global travel management,

(ii) Global meeting & events management,

(iii) Administrative support service, and

(iv) GCT center management.

Under global meetings and events management, the Meeting Operations team provides administrative and logistics support to WHO meetings.

DESCRIPTION OF DUTIES

  • Provide effective and efficient administrative and logistics support to WHO meetings and events through close oversight and management of the Meeting Operations team and close liaison with units requesting support and other relevant stakeholders.
  • Ensure administrative and technical advice and guidance to HQ Departments, Regional and other Offices in particular in the area of meeting administration and logistics.
  • Coordinate implementation of planned activities.
  • Adjust and address the priorities as and when necessary, in collaboration with other GCT units.
  • Manage the budget for the team and ensure all client related costs are backcharged to the relevant cost centers.
  • Establish work methods and procedures for the team and ensure consistency of approach in delivery of services.
  • Perform other related duties as required

REQUIRED QUALIFICATIONS

Education

Essential: A first level degree from a university of recognized standing in business administration or other related field.
Desirable: An advanced university degree from a university of recognized standing in business administration or other related field.

Experience

Essential: At least 2 years of relevant experience in managing meetings and events and experience working in the area of corporate travel.
Desirable: Experience managing a team and managing human and financial resources. Experience working with SAP Concur (travel management) and Cvent (meetings and events) systems.

Skills

  • Thorough knowledge of different facets of meetings administration and management, including in an international organization setting.
  • Excellent organizational and analytical skills with the ability to coordinate activities and multitask.
  • Supervisory and managerial ability.
  • Excellent inter-personal and communication skills with ability to negotiate with and convince officials with tact and diplomacy.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Ensuring the effective use of resources
Creating an empowering and motivating environment

Use of Language Skills

Essential: Expert knowledge of English. Intermediate knowledge of French.
Desirable: Intermediate knowledge of Arabic.

REMUNERATION

Remuneration comprises an annual base salary starting at TND 84,265 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

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.
  • 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.
  • 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.
  • 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.
  • This is a National Professional Officer position. Therefore, only applications from nationals of the country where the duty station is located will be accepted. Applicants who are not nationals of this country will not be considered.
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