ADMINISTRATIVE SERVICES OFFICER (WPRO/15/FT631)

24 August 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: WPRO/15/FT631
 
Title: Administrative Services Officer
 
Grade: P3
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years
 
Date: 17 November 2015
 
Application Deadline: 8 December 2015 Vacancy Filled
 
Duty Station:  Manila, Philippines
 
Organization unit: WPRO Regional Office for the Western Pacific (WP/RGO) /
WP/DAF Director, Administration and Finance (WP/DAF)
WP/ITA Information Technology and Administration; WP/ASU Administrative Services Unit
 
OBJECTIVES OF THE PROGRAMME :
This unit is responsible for providing a range of administrative services to the various programmes and activities of the Organization in the Western Pacific Region. Its objective is to provide support in the areas of archives, registry and pouch services, premises, building and asset management; conference and administrative services; and travel and transport management services, in an efficient, timely and cost effective manner.
Description of duties:
Under the supervision of the Manager (Information Technology and Administration), the incumbent is responsible for the following duties:

A. Regional Office premises and meetings
1. Offices - Recommends the allocation of offices; suggests modification of offices to suit requirements; ensures efficient housekeeping by maintaining preventive maintenance schedules and by organizing and recording regular inspections. Incumbent is responsible for the insurance of the buildings and their contents.
2. Premises and buildings - Maintains the development or renovation of buildings, green areas, waste facilities, equipment (elevators, generators, air-conditioners, etc.) and miscellaneous utilities (water, electricity, gas, etc.). Ensures that the Regional Office premises are kept in good order, including the gardens, lawns, fishponds, garage and parking spaces.
3. Cafeteria - Ensures that the operation of the cafeteria is carried out on the basis of sanitary standards and in accordance with the agreement between the Organization and the concessionaire, reviews requests for menu price revisions, ensures that cafeteria equipment is well-maintained and replenished.
4. Maintenance and repairs - Ensures the application of contracts with companies for maintenance of office space and major equipment.
5. Conference services - Responsible for providing services to conferences and meetings for the Regional Office and ensures efficient operation.

B. Staff safety and security - Support Director, Administration and Finance (DAF) as required.

C. Travel - In cooperation with the official travel agent of the Regional Office, ensures that travel facilities are provided in the best and most economical manner in view of airfare structures and cheapest fare possibilities; ensures that the Organization's rules are enforced and that the agreement with the travel agent is respected; ensures smooth function and good maintenance of the Regional Office vehicles and good performance of drivers. Provides assistance on travel contracts in the country field offices.

D. Registry - Ensures records and archives, and pouch operations are carried out accurately, efficiently and cost effectively.

E. Private matters - Assists Regional Office staff, particularly newcomers and departing staff members, in settling at the duty station in such areas as household and private car insurance, driving licences, purchase of private cars, duty-free importation of household effects, furniture and private vehicles and their disposal, and shipment of household goods. In case of contentions and deviations from the Host Agreement, drafts letters to the appropriate authorities and recommends action to be taken. Keeps inventories of staff members' properties and in emergencies receives claim for lost property from staff; forwards claims to Headquarters for settlement.

F. Fixed Assets and Inventory - Ensures that fixed assets and inventory control, maintenance, replacement and disposition of the Organization's non-expendable supplies and equipment in the Regional Office and Country Offices are managed, recorded, and reported in accordance with the WHO global standards.

G. Other duties - Serves as the Secretary for the Property Survey Committee for matters pertaining to his/her area of responsibility and perform other duties as required.
REQUIRED QUALIFICATIONS
Education:
University degree in public or business administration, engineering or other related field from a recognized university is essential. Post graduate degree in public or business administration or similar is an advantage.

WHO only considers higher educational qualifications obtained from an accredited institution.
Skills:
Team management, sound judgement, ability to make quick decisions, ability to negotiate and supervise the work of contractors. Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.

Competencies:
1. Communicating in a credible and effective way
2. Fostering integration and teamwork
3. Moving forward in a changing environment
4. Creating an empowering and motivating environment
5. Ensuring the effective use of resources
Experience:
Essential: Five years' of progressively responsible experience in administration of buildings and premises, travel and meetings, including at least two years of experience at an international organization in an administrative field of work. Experience in utilizing an enterprise resource management (ERP) tool in managing workplans and budgets.
Desirable: Experience in managing contracts with external service providers.
Languages:
Excellent knowledge of spoken and written English.
Additional Information:
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

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 (subject to conditions), education grant (subject to conditions) for dependent children, pension plan and medical insurance.

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.

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 (including an English translation for documents in other languages). 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 these will be reviewed individually.

This vacancy notice is published in English only. Only candidates under serious consideration will be contacted.
Annual salary: (Net of tax)
USD 56 766 at single rate
USD 60 813 with primary dependants
Post Adjustment: 46.6 % 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 Filled

This vacancy is shown for viewing only. It is not currently open for applications
 
 
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
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