| The mission of WHO is the attainment by all peoples of the highest possible level of health. | |
| Vacancy Notice No: HQ/15/GMG/FT131 Title: Administrative Officer Grade: P2 Contract type: Fixed-Term Appointment Duration of contract: Two years renewable, subject to satisfactory performance and continuing need for the post. | Date: 16 March 2015 Application Deadline: 6 April 2015 (12 day(s) until closing deadline) Currently accepting applications Duty Station: Tunis, Tunisia Organization unit: HQ/GMG General Management (HQ/GMG) / HQ/GCT Global Conference and Training Centre (HQ/GCT) |
| OBJECTIVES OF THE PROGRAMME : The objective of the department of Operational Support and Services (OSS) is to ensure high quality, relevant consistent and responsive services in the area of management and administration to all programmes and staff in headquarters, and to all regions and offices of WHO. To promote an efficient and collaborative customer-oriented working environment that achieves results. The Global Conference and Training Centre (GCT) , manages and supports the planning and implementation of delivery of Conference and Training services and facilities for WHO. | |
| Description of duties: Under the Guidance of the Head of the Centre the incumbent provides support to all occupants of the office in designated areas of work, and as required. The duties and responsibilities include, inter alia: I. Functional guidance for meeting management: I. 1 Answer requests from technical units for meeting support, both with regard to the process as well as with regard to the financial requirements; calculate meetings and communicate and defend the calculation to technical units after approval of the Head of the Centre; I.2 Promote the services of the Centre and be in constant contact with the internal clients about their needs; feed these information back into the logistical processes and the portfolio of the Centre; serve as a focal point and escalation mechanism for the internal clients; ensure that sufficient written communication is available to inform new clients; I.3 Together with the senior Logistics Assistant dispatch the resources and ensure an efficient use of the resources; I.4 Coordinate the development of the GCT web site in consultation with GCT staff, and Programmers and designers with whom the Centre is collaborating; maintain and modify the web site according to new needs; explore and compare options for servers and software programmes; I.5 Review financial transactions for the meeting management, including internal service POs with clients, calculations for agreements with suppliers, check incoming invoices, ensure with the team of logistic assistants that actual costs of a meeting and the income balance and are according to the agreements made upfront; I.6 Perform any additional duties as requested by Head of GCT Centre. II. As Operation Manager for Support Services II.1 As a deputy to the Head of the Centre, ensure the strategic direction of operations focusing on achievement of the following results: a. Compliance of operations with WHO rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring achievement of results. b. Provision of advice on strategies, policies and plans affecting GCT operations also taking into consideration the availability of resources, delivery of practice advisory, knowledge and learning services. c. Establishment of collaborative arrangements with potential partners, a Client Relationship Management System for resource mobilization purposes and appropriate operational partnership arrangements. d. Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment. Knowledge building and sharing with regards to management and operations in the GCT, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to WHO knowledge networks and communities of practice related to local and national operations. II.2 Ensure efficient procurement and logistical services management vfocusing on achievement of the following results: GCT compliance with corporate rules and regulations in the field and management of the WHO procurement strategies including sourcing strategy, supplier selection and evaluation (particularly locally), quality management, customer relationship management, e-procurement promotion and introduction, performance measurement. - Management of the GCT contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications. Oversight of procurement processes and logistical services in accordance with WHO rules and regulations. - Proper management of office assets, facilities and logistical services. II.3 Work planning, financial management, staff and operations management: - Provide GCT office management with sound advice, and focused reports on options and methods for attainment of programme objectives; - Further develop and maintain statistics and reporting of GCT activities; - Ensure consistent delivery of all administrative services to WHO staff; - Develop GCT marketing material; - Ensure GCT compliance with corporate human resources policies; - Oversee recruitment processes particularly for short term appointments and providing advise based on experience with the local labor market; - Facilitate efficient programme delivery; - As and when requested act on behalf of GCT's Head during her/his absence. | |
| REQUIRED QUALIFICATIONS | |
| Education: Essential: University degree in Business Administration or a related field. For WHO staff, please see e-manual III.4.1, para 220 WHO only considers higher educational qualifications obtained from an accredited institution. | |
| Skills: Thorough knowledge of administrative, financial and management principles and practices. Proven skills in project planning. Demonstrated ability to act independently and exercise sound judgment. Ability to work closely in harmony with government and international officials at all levels. Ability to work as a leader as well as member of a team. Ability to work under pressure. Other skills: Knowledge of office software applications. WHO competencies: Producing results Fostering integration and teamwork Knowing and managing yourself Communicating in a credible and effective way Moving forward in a changing environment | |
| Experience: Essential: At least 2 years of experience in administration and management, experience working with or for government and international officials is an asset. Desirable: Experience in the area of travel administration. Experience with Global Management System in WHO is an asset. | |
| Languages: Essential: Expert knowledge of English and French. Desirable: Intermediate knowledge of Arabic. | |
| Additional Information: This Vacancy Notice is published in English only. WHO's salaries are calculated in US dollars. They consist of a base salary and a post adjustment, which reflects the cost of living in a particular duty station and exchange rates. Other benefits include: 30 days annual leave, family allowance, home travel, education grant for dependent children, pension plan and medical insurance. Please visit the following websites for detailed information on working with WHO: http://www.who.int (To learn more about WHO's operations ) http://icsc.un.org Click on: Quick Links > Salary Scales > by date 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. | |
| Annual salary: (Net of tax) USD 47292 at single rate USD 50420 with primary dependants | Post Adjustment: 24.7 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation. |
| This vacancy notice may be used to fill other similar positions at the same grade level. | |
| A written test may be used as a form of screening | |
| Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures. | |
| All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. | |
| WHO is committed to workforce diversity. | |
| Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted. | |
