Administrative Officer

  • Location:
  • Salary:
    $115,738 - $155,087 / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Management and Strategy
  • Deadline:
    31/03/2024

JOB DESCRIPTION

.Objectives of the Programme

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.

 

DESCRIPTION OF DUTIES

This is a roster recruitment. For the purposes of this vacancy the primary duty station is Copenhagen, Denmark, but this vacancy may be used to source for similar positions in other/multiple duty stations (including potentially Istanbul).

1.     Provides input to the Director of the Division in managing financial, administrative and human resources related issues of the division, providing relevant advice and developing solutions and/or recommendations.

 

2.     Administers the budget and finance and ensure compliant and efficient use of financial resources within the Division in accordance with financial rules and regulations.

 

3.     Monitor the work planning and allocation of financial resources for the Division through use of the GSM and other financial tools; providing financial reports, data and statistics.

 

4.     Provides guidance on financial administration and GSM related issues to managers and staff.

 

5.     Prepares and monitors the implementation of work plan activities ensuring objectives and priorities are met and on track.

 

6.     Organizes the administrative functions in the Division and the Director’s office and manages the effective work of the administrative support to ensure timely and effective administrative services.

 

7.     Ensures smooth running of operations of administrative services including procurement of goods and services, travel and information technology needs of the office and local service requirements.

 

8.     Participates in fundraising and resource mobilization activities as required.

 

9.     Scrutinizes, analyzes and interprets, from an administrative standpoint, issues contained in the proposals/documents presented to the divisional Director, with a view to providing correct, relevant and valid information, along with solution-oriented suggestions to enable informed decision-making.

 

10.  Prepares concise and precise briefs on specific issues and matters, as required by the divisional Director, focusing on the operational and administrative implications of these issues to the Division and the organization as a whole.

 

11.  Coordinates with other divisions to ensure consistent application of rules and regulations across WHO/EURO.

 

12.  Performs general management of a number of general service staff both as first level supervisor (including monitoring or workload, performance management assessment, staff development and learning and team coordination mechanisms) and second level supervisor.

 

13.  Briefs/trains new administrative staff of the division on WHO policies, practices and WHO’s managerial and business framework.

 

14.  Perform other related duties as required.

 

REQUIRED QUALIFICATIONS

Education

Essential: University Degree (Bachelor’s level) in Administration, Management or related field relevant to the position
Desirable: Master-s degree in any of the above-mentioned disciplines.

Experience

Essential: At least five years’ of relevant work experience working in the area of administration implementing budget and finance and human resources activities for a programme. Experience working at the international level.
Desirable: Experience working in an international organization

Skills

  • Demonstrated knowledge of WHO mandate and work, goals, policies, its structure, functions and administrative and operational processes. 
  • Sound knowledge and skills in accounting and finance. 
  • Sound skills and understanding in the area of human resources. 
  • Sound skills in utilizing ERP Oracle systems or similar packages. 
  • Strong computer skills in office applications including Excel, Power Point and Word. 
  • Diplomacy, tact, courtesy and ability to deal with and communicate effectively with senior level officials, multiple stakeholders, and professionals from diverse cultural and professional backgrounds. 
  • Demonstrated ability to establish and maintain effective working relations with stakeholders at all levels. 
  • Strong communication skills. Ability to explain technical administrative issues to a variety of stakeholders using clear and simple language. 
  • Ability to identify and manage one’s own emotions, as well as helping others to do the same. 
  • Ability to work comfortably in a fast-paced environment. 

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Knowing and Managing yourself

Use of Language Skills

Essential: Expert knowledge of English.
Desirable: Intermediate 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 4205 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 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 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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