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

Responsibilities include: Infrastructure -premises & facilities, office space, asset management; Logistics – travel, transport, mail & shipment, conferences, printing, records; Administrative services – office supplies, records, protocol, privileges, and security.

DESCRIPTION OF DUTIES

• To provide administrative and secretarial support to activities related to conference and printing services within the remit of the Administrative Services and Conferences Unit. Under the broad guidance of the Regional Admin Services Manager and supervision of the Operations Officer, the incumbent will:
• Assist with the monitoring and progress review of the relevant workplan tasks and awards, expenditure and funds available; assist by running ad hoc fund checks and reporting periodically to supervisors on use of financial resources.
• Process procurement requests for conferences and printing expenses as well as for items and services needed, process payments and monitors expenditure. Process back-charging for conference and printing services provided to WHO divisions/units.
• Check the relevant generic inboxes and refer any relevant emails to the respective team members and reply to routine requests; maintain a tracking tool to record all incoming and outgoing correspondence and file correspondence electronically as appropriate
• Maintain filing system of various planning documents related to conferences and printing services, keep a tracking system to monitor activities, keep overview of deadlines for different activities and/or projects
• Advise WHO and other UN agencies personnel on internal procedures and guidelines regarding meetings held in WHO managed conference facilities. Perform administrative and logistical duties relating to the coordination of conferences, including but not limited to: monitoring and approving bookings for WHO managed meeting rooms; coordinating with conference team and/or movers to ensure the desired room layouts and any other logistic issues arising thereby; handling access badges for meeting participants; liaising with catering, cleaning and other services
• Prepare invoices to UN City agencies and/or external partners for provided conference and/or printing services, follow up with customers to ensure funds are received timely, liaise with finance regularly to ensure correct and updated records For WHO meetings at UN City, facilitate booking and optimal coordination of overall logistics, including booking of meeting rooms not managed by WHO, liaising with Unit members for services such as printing, hotel accommodation, travel support, transportation, etc.; acting as WHO focal point for meeting badges, catering, cleaning and moving services, including processing requests, reviewing payments and liaising with technical units and service providers
• When assigned by supervisors, provide assistance to related administrative and logistics arrangements of other WHO high-level meetings and/or Regional Committee Make arrangement for supervisor and team members ‘duty travels, prepare travel requests, booking and assist with travel claims
• Keep an update list of assets used by the conference and printing services team members
• Provide backup support within the unit and/or perform other duties as required or assigned by supervisors.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education.
Desirable: University degree is an asset.

Experience

Essential: Minimum five years’ experience in administrative services work.
Desirable: Relevant experience working in WHO or the UN system. Experience in administrative support services in an international office complex environment. Experience in meetings and events.

Skills

Essential:

• Competence in Microsoft Word, PowerPoint, Excel, email, and SharePoint. Very good skills in managing and processing data.
• Proactive, service-oriented, client-focused and demonstrating resourcefulness and judgment. Sound judgment, integrity and tact when dealing with others.
• Ability to meet work deadlines in a timely manner and to work independently in a team environment.
• Ability to communicate effectively with staff at all levels, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.
• Emotional intelligence; Ability to identify and manage one’s own emotions, as well as helping others to do the same.

WHO Competencies

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

Use of Language Skills

Essential: Expert knowledge of English.
Desirable: Expert knowledge of Danish. Intermediate knowledge of French, Russian, German.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at DKK 344,273 (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.

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

• 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 post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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