Admin Services Officer, Cairo 100 views0 applications

Admin Services Officer – ( 1803603 )

Grade : P5

Contractual Arrangement : Fixed-term appointment

Contract duration : 2 year

Job Posting : Aug 2, 2018, 2:38:48 PM

Closing Date : Aug 24, 2018, 11:59:00 PM

Primary Location : Egypt-Cairo

Organization : EM/DAF General Management

Schedule : Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

OBJECTIVES OF THE PROGRAMME

The objective of the administration and finance division is to optimize the implementation of WHO’s global health mandate through establishment of monitoring of effective and responsible management, administration and supportive policies, systems and services and to promote a collaborative working environment and ensure prompt financial, programme implementation and monitoring and efficient distribution of resources in support of WHO’s leadership role in international health.

DESCRIPTION OF DUTIES

The incumbent performs the following duties:

• Plan, lead and guide the respective sub-units within the Administrative Services Unit (ASU); including equipment procurement and contracting, travel management services, conference services, building, construction and maintenance, inventory and property management, protocol/visa operations, pouch and mailing services, shipping and clearing, transportation, cafeteria operations, security issues related to the Regional Office’s as well as the Country Offices’ premises.
• Lead and oversee the Common Services Unit (CSU) in Amman including planning activities, managing the implementation of service levels, supervising staff, as well as policy direction.
• Provide guidance and technical input, management of staff, policy direction, interpretation of manual provisions and relevant legislation; define objectives and coordinate planned implementation. Act as a resources specialist to HWCOs and Country Administrative Officers as necessary.
• Monitor ASU workplan and budget implementation and proposes adjustments and technical advice with respect to economy and efficiency improvements.
• Coordinate the provision of safe, secure, legally compliant office and conference premises with due regard for relevant standards and best practice as well as any relevant guidelines established by health technical units within WHO. Undertake appropriate monitoring and designs and implement appropriate safeguards to ensure the integrity and safety of essential building services and systems. Manage office space allocation in the Regional Office and coordinate the same in the regional country offices.
• Advise senior management and staff on all matters relating to administrative services policies, practices and procedures, and recommend innovative solutions for complex cases for the Regional Office and the country offices.
• Design and review regional policies and procedures and participate in the review and design of global policies and procedures related to administrative services.
• Represent the organization in key meetings with government officials and in negotiations with executives of various commercial organizations for the purpose of implementing the Host Agreement as well as the safety and security of the staff at the office premises.
• Make regular assessment and identify services to be outsourced; ensure the smooth delivery of such services by contracting and managing external providers.
• Actively participate in the UN Operation Management Team (OMT) and promote effective joint operation through the establishment of key administrative Long Term Agreements (LTA)
• As a member of the EMRO Business Continuity Management Team, ensure the continuous operation of the key Administrative services, as defined in the regional Business Continuity Plans.
• Oversee the planning, preparation and organization of the Regional Committee sessions and make necessary arrangements in collaboration with the host country including supplies and equipment requirements.
• Serve as a member or secretary on various Committees such as the Contract Review Committee.
• Promote the use of automation and technology for efficient and cost effective operations.

REQUIRED QUALIFICATIONS

Education

Essential: Master’s degree in business management, or public administration

Experience

Essential: At least ten years of experience combined at the national and international levels in programme management including supervision of multidisciplinary teams.

Skills

• In depth knowledge of best practices and industry trends for procurement, contracting, travel, transportation and logistics management services, pouch and mail distribution, inventory and property management and general administration.
• Knowledge of the 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 and limited resources in accordance with established administrative frameworks (e.g., entitlements and financial regulations, etc.) of a large company/organization ;
• 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 company / organization
• Ability to identify client needs and deliver appropriate solutions.
• Ability to identify key strategic issues, opportunities and risks.
• Excellent analytical, presentation and negotiation skills.

WHO Competencies

Teamwork

Respecting and promoting individual and cultural differencesCommunication

Ensuring the effective use of resourcesBuilding and promoting partnerships across the organization and beyond

Creating an empowering and motivating environment

Use of Language Skills

Essential: Expert knowledge of English.

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

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 85,543 (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 1796 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.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• For information on WHO’s operations please visit: http://www.who.int.
• WHO is committed to workforce diversity.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• WHO has a mobility policy which can be found at the following link: http://www.who.int/employment/en/ . 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.
• Applications from women and from nationals of non and underrepresented Member States are particularly encouraged.