World Health Organization Hiring for Admin Services Officer Job at New Delhi Full Time

Grade: P5

Contractual Arrangement: Fixed-term appointment

Contract Duration (Years, Months, Days): 2 years

Job Posting: Nov 9, 2022, 3:21:25 AM

Closing Date: Nov 24, 2022, 4:59:00 PM

Primary Location: India-New Delhi

Organization: SE/DAF Director – Administration & Finance

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

To provide administrative and logistical support to the activities and operations of health technical units and staff of the South-East Asia Regional Office and Country Offices.

DESCRIPTION OF DUTIES

Under the general supervision of Director, Administration and Finance (DAF), the incumbent performs the following duties:

1. Supervises the respective sub-units within the Administrative Services Unit, providing: guidance and technical input, management of staff, policy direction, interpretation of Manual provisions and relevant legislation; defines objectives and coordinates planned implementation. Acts as a specialist resource to WRs and Country Administration Officers as necessary. Monitors ASU workplan and budget implementation and proposes adjustments and technical advice with respect to economy and efficiency improvements.

2. Coordinates 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. Undertakes appropriate monitoring, and designs and implements appropriate safeguards to ensure the integrity and safety of essential building services and systems. Manages office space allocation.

3. Advise senior management and staff on all matters relating to policies, practices and procedures in the area of administrative services and recommend innovative solutions for complex cases for Regional Offices and Country Offices.

4. Design and review existing regional policies and procedures and participate in the review and design of global policies and procedures related to administrative services.

5. Plans, specifies and coordinates appropriate planned and reactive maintenance programmes of premises and their infrastructure to minimize waste, unplanned down time, operation and energy costs and emergency repairs. Coordinates, representing DAF when necessary, with relevant UN Operational Management Team, HQ and health technical counterparts to align regional facilities operations with WHO and UN policies. Designs and implements appropriate premises and operations risk management strategies. Specifies and drafts requests for proposals with regard to contracts and subcontracts for various outsourced services, monitors service level agreements, supervises and manages the subcontracts.

6. Plans, specifies and project manages implementation of newbuilding with regular monitoring and reporting of progress, capital renewal and repair programmes in accordance with established deadlines and budgets. Reviews and updates the regional capital master plan and real estate inventory.

7. Plays key quality assurance and monitoring role for potential building projects carried out by the Government for the needs of SEARO.

8. Manages and coordinates the receipt and dispatch of mail and diplomatic pouches in accordance with best practices. Manages the regional office archives to ensure compliance with documentation schedules and best practice.

9. Coordinates travel, conference and meeting services including logistical arrangements for Regional Committees and other important meetings. Makes preliminary visits to host countries, coordinating practical arrangements in collaboration with the WR and advising host Government officials as necessary.

10. As secretary of the Property Survey Committee monitors, manages and coordinates the receiving, recording and disposal of SEARO (including country offices) fixed assets and inventory. Manages and supervises stores operations in accordance with recognized best practices.

11. Assists international staff during their transition and establishment in India, advising on transport of personal effects, customs and visa/residency formalities, driving licenses, telephone installations, gas contracts, visas and Government of India ID cards, negotiates as SEARO focal point with Host Government officials and representatives on matters pertaining to the Host Agreement and matters of protocol.

12. Manages and coordinates the provision of subcontracted catering, cleaning and security guard services within the regional office, ensuring compliance with relevant legislation and WHO standards. Serves as secretary to the Cafeteria Committee.

13. Provides and coordinates meet and assist services for the Regional Director and VIPs as required.

14. Replaces other unit heads as required and undertakes other duties as assigned.

REQUIRED QUALIFICATIONS

Education

Essential: Advanced University degree in Engineering, Business Administration, Public Administration, Finance, Law, Economics or related field.
Desirable: Training or certification in logistics, project management (Prince II or equivalent).

Experience

Essential: Minimum 10 years of relevant professional experience including supervision of multi- disciplinary teams, including considerable experience obtained in an international context. Project Management experience.
Desirable: Experience in working in WHO and/or the UN system, together with specific experience of using Oracle. Experience in working in a multicultural environment.

Skills

• Excellent knowledge of facilities management best practice and industry trends. Customer relationship management and service-level management.
• Thorough knowledge of meetings’ management and logistics. Excellent knowledge of contract management, project management and vendor management.
• Thorough knowledge of budget and risk management.
• Good analytical and presentation skills. Good attention to detail.

WHO Competencies

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

Use of Language Skills

Essential: Expert knowledge of English.
Desirable: Expert knowledge of any other UN language/s.

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 90,664 (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 2697 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.

• Staff members in other duty stations are encouraged to apply.

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

• WHO is committed to workforce diversity.

• 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 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.