ADMINISTRATIVE SERVICES OFFICER (PD 172042) (EMRO/12/FT370)

8 December 2016
 
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: EMRO/12/FT370
 
Title: Administrative Services Officer (PD 172042)
 
Grade: P5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  For two years
 
Date: 7 November 2012
 
Application Deadline: 21 November 2012 Vacancy Notice Cancelled
 
Duty Station:  Cairo, Egypt
 
Organization unit: EMRO Eastern Mediterranian Regional Office (EM/RGO) /
EM/DAF General Management (EM/DAF)
Division of Administration and Finance (DAF)
 
OBJECTIVES OF THE PROGRAMME :
The objective of the Administration and Finance division is to optimize the implementation of WHO's global health mandate through the 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 and programme implementation and monitoring, and efficient distribution of resources in support of WHO's leadership role in international health.
Description of duties:
Purpose of the Post:
To provide a wide range of administrative support including managing the Administrative Services Unit composed of 78 staff members, 13 Special Service Agreement (SSA) holders and 6 outsourced staff handling 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 and cafeteria operations.

Organizational Context:
Under the guidance of the Director of Administration and Finance (DAF), the incumbent is responsible for the overall planning, development, administration, management and delivery of all activities of the administrative services unit.

Summary of Assigned Duties:
Under the general guidance of DAF, the incumbent will perform the following duties:
1. Plan, manage and supervise the work of the administrative services unit and guide, advise and monitor a wide range of administrative services 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 (RO) as well as the Country Offices' (CO) premises;
2. Lead, guide and supervise staff in the administrative services unit; delegating responsibility, accountability and decision making authority as appropriate; reviewing their performance and making decisions on the recruitment and selection of new staff and the development and implementation of training programmes for the unit staff;
3. 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 RO and the COs;
4. Design and review regional policies and procedures and participate in the review and design of global policies and procedures related to administrative services;
5. 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;
6. Make regular assessment and identify services to be outsourced; ensure the smooth delivery of such services by contracting and managing external providers;
7. 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;
8. Oversee the planning, preparation and organization of the Regional Committee (RC) sessions and make necessary arrangements in collaboration with the host country including supplies and equipment requirements;
9. Serve as a member on various committees such as the Contract Review Committee;
10. Monitor the travel services provided by the organization's travel agent to ensure their quality, timeliness and cost effectiveness;
11. Assess future needs for equipment and services for RO and WHO COs;
12. Promote the use of automation and technology for efficient and cost effective operations;
13. Certify payments to contractors.
REQUIRED QUALIFICATIONS
Education:
Essential: Advanced university degree in business or public administration or related field.
Skills:
Competencies:
1. Creating an empowering and motivating environment;
2. Ensuring the effective use of resources;
3. Moving forward in a changing environment;
4. Fostering integration and teamwork;
5. Producing results

Functional Skills and Knowledge:
- In depth knowledge of procurement and 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 ability to communicate complex concepts orally and in writing.
- Ability to lead and enlist assistance of others.
- Ability to identify client needs and deliver appropriate solutions;
- Ability to identify key strategic issues, opportunities and risks;
- Excellent negotiation skills.

Other Skills:
Knowledge of oracle / ERP system
Experience:
Essential: Minimum of 10 years of experience in general administration, travel and conference, procurement and logistics or related areas at national and international level.
Languages:
Excellent knowledge of English and Arabic. French is an asset.
Additional Information:
- Applicants are kindly requested to pay attention to the screening questions as they will be used to screen out unqualified candidates.
- Only qualified applicants with the relevant experience will be considered.
- A written test/presentation and interviews will be used as a form of screening. The written test might be used as an eliminatory tool.
- Other similar positions at the same level may be filled from this vacancy notice (this could be the base for rosters).
- Interviews will include competency-based questions.
Annual salary: (Net of tax)
80734.00 USD at single rate
86904.00 USD with primary dependants
Post Adjustment: 39.6 % 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: 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.

Vacancy Notice Cancelled

This vacancy is shown for viewing only. It is not currently open for applications
 
 
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