Saturday, January 30, 2016

Administrative Officer - World Health Organization (Apply by: February 08, 2016)

Vacancy Notice No: HQ/16/GMG/FT39

Title: Administrative Officer

Grade: P3

Contract type: Fixed-term Appointment

Duration of contract:  One year, renewable, subject to satisfactory performance and continuing need for the post.
Date: 18 January 2016

Application Deadline: 8 February 2016
9 day(s) until closing deadline)
Currently accepting applications

Duty Station:  Geneva, Switzerland
Organization unit: HQ/GMG General Management (HQ/GMG) /
HQ/OSS Operational Support and Services (HQ/OSS)

The Department of Operational Support and Services (OSS) is comprised of several services:
- Infrastructure Support Services (ISS),
- Logistics Support Services (LSS),
- Contracting and procurement (CPS),
- Security Services (SEC) and
- Global Conference and Training Centre (GCT).

The Work of OSS is included under the scope of Category 6, to develop and sustain WHO as a flexible, learning organization, enabling it to carry out its mandate more efficiently and effectively. The Programme Area 6.4 is to provide effective and efficient management administration established across the Organization.

Description of duties:
1. Assist the Director in planning daily duties, and in discharging the responsibilities:
- Support the acting Director in the absence of the Director.
- Represent Director OSS in planning, coordination, prioritization and managing OSS tasks and primarily point of contact for the follow up of OSS work plans in the Director office.
- Provide assistance to the Director and Coordinators in planning and implementing the work programme for the Department.
- Monitor programme implementation and provide routine implementation reports.
- Forecast staffing costs & planned expenditure.
- In collaboration with Director OSS and Coordinators, facilitate the administrative process for implementationof activities, dealing directly with Directors/Team members of other Departments, Assistant Director General of the General Management Cluster (ADG/GMG), Director General Office (DGOs) as needed.
- Review and finalise OSS messages to all staff, draft papers.
- Assist the Director, incoordinating input; review all relevant incoming communication and documentation; identifying problems and issues to be addressed; draft substantive responses for Director OSSs review.
- Organize coordination meetings on behalf of OSS, ensure participation and active follow-up, provide notes and subsequent minutes/action points.
- Manage OSS related projects independently, upon request or with the agreement of Director OSS that are the interest of OSS; report to Director OSS on the implementation and outcomes of the projects.

2. Follow-up and coordination of OSS work:
- Serve as OSS focal point for internal and external audit requests, as well as JIU.
- Liaise with staff from other Departments to ensure timely provision of information and action for the planning of new activities, prepare necessary documents and treat questions of a coordination and administrative nature on behalf of Director OSS.

3. Coordinate administrative and management issues:
- In coordination with the relevant units and OSS Coordinators, liaise with the Department of Finance (FNM) and other units relating to OSS, work plans funding and implementation.
- Prepare the departmental work plans, staff and activity and provide regular updates on the work to Director OSS and Assistant to the Director General's Office (ADGO).
- Make recommendations to the Director on administrative and management issues, including close monitoring of HR and activity work plans, budget, mid-term reviews and implementation reports and forecast expenditure based on GSM and interaction with FNM.
- Monitor OSS budget, ensuring that funding is made available and implemented as per approved work plans.
- Provide guidance to OSS staff on administration of recruitment, procurement and travel policies and related process issues, ensuring that relevant rules and regulations are applied.
- Review and finalise Standard Operating Procedures (SOPs) as needed from within the department.
- Manage OSS Staffing plan and relate HR actions, responding to the needs of the respective teams, in compliance with relevant rules and regulations, as well as coordination of training and briefing for the department staff.
- Act as focal point for leave and PMDS compliance for the departmental staff.
- Serve as focal point for the Department office space, computer and telephone devices as well as other OSS fixed asset.
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: Some professional certificates may not appear in the WHED and these will be reviewed individually.

University degree in public or business administration, management or a related field.

Formal certification in project management.

For WHO staff please see e-manual III.4.1, para 220.
- Very good knowledge of budget planning and management;
- Ability to organize and implement work plans that require intervention of various stakeholders;
- Analytical skills and ability to present information in a clear and logical manner;
- Good interpersonal, communication and presentation skills;
- High degree of discretion and confidentiality.
- Computer literacy and experience with ERP systems.

WHO Competencies
1. Producing results
2. Knowing and managing yourself
3. Communicating in a credible and effective way
4. Setting an example
Relevant and progressively responsible experience of at least 5 years in administration of support services or administrative management, of which at leat 2 years at the international level such as the UN Common System, preferably WHO.
Expert knowledge of English is required. Intermediate knowledge of French would be an asset.
Additional Information:
This vacancy 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:, to learn more about WHO's operations, 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 56'766 at single rate
USD 60'813 with primary dependants
Post Adjustment: 85.8 % 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 and interviews 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: 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.

For Apply: Click here

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