Administrative Officer

The purpose of the position is to manage the day-to-day operations of the WHO Country Office, under the supervision of the WR/Head of WHO Country Office (WR/HWO). In particular, the incumbent will manage the following areas of the WHO Country Office’s work: planning, finance, budgeting, procurement, human resources, and information technology ensuring compliance with the Organization’s rules, regulations and policies.

Duties:

Under the general supervision of the Director of Administration & Finance (DAF) and the direct supervision of the WR/HWO, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

• Provide support to the WR/HWO for the management and control of all administrative services and operations of the WHO Country Office (CO). Such services and operations include budgeting, finance, procurement, human resources management, meeting & workshops management, and office space and equipment arrangements.
• Advise WR/HWO on the allocation of financial, human, and physical resources of the CO. Monitor and analyze financial/non-financial data to assess options for solutions to financial, administrative and human resources issues.
• Establish and utilize tracking mechanisms that allow the WR/HWO and his/her team to be proactive in initiating and executing administrative actions.
• Oversee the financial management systems of the CO; prepare budgetary forecasts; establish control and report structures by monitoring commitments and ensuring the processing of obligating documents that adhere to operational plans.
• Develop reports to highlight and clarify changes in resource utilization plans; recommend alternate plans/funding strategies and discuss potential problems that could arise from programming.
• Work in close collaboration with the designated HRO on all human resources issues related to the staffing of the WHO Country Office to implement the approved HR plan and in addressing complex HR issues related to the Country Office’s staff; and engage in early problem resolution whenever possible. Coordinate the preparation of the CO Human Resources Plans and all processes for recruitment of staff assigned to the CO.
• Perform and/or oversee leave tracking and performance management processes for the CO; procurement actions, contracts and execution of orders for services or goods; requests for office space and office equipment; planning and execution of operational aspects of meetings and workshops hosted by the CO.
• Supervise assigned administrative support staff; coordinate their work objectives, distribute and organize tasks in accordance with the needs of the office, and evaluate their performance.
• Participate in the formulation, negotiation, and consultation of project proposals funded by external agencies; review them to ensure that they meet the Organization’s administrative and financial rules and regulations. Draft donor financial reports and provide input to HWO and other involved parties within WHO/EURO in this regard.
• Plan, recommend, and implement systems, norms and procedures for the administration of human, financial and material resources of the CO.
• Provide advice and guidance to the WR/HWO and other staff members of the CO on administrative and financial rules and regulations, practices and procedures, and other administrative processes and services. Ensure compliance with internal controls of the Organization.
• Represent the CO as delegated by the WR/HWO as well as in Operations Management Team meetings and liaise with other UN organizations based in the duty station regarding administrative and security matters and provide inputs and recommendations.

Education

Essential:

• A bachelor’s degree in business, public administration, finance, economics or a related field from a recognized institution.

Experience

Essential:

• At least 5 years of combined national and international professional experience in administration, finance, project management, with supervisory responsibilities.

Skills:

• Technical expertise in administration, budget planning and programming, financial/accounting administration, local and international human resources management, security, travel arrangements, general services, procurement, and other related administrative services and operations.
• Thorough theoretical and practical knowledge and skills in handling administrative problems.
• Mature judgment, strong technical, analytical and conceptual skills; demonstrated ability to analyse financial data and provide recommendation on key administrative issues.
• Information and technology (IT) and other skills
• Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Other IT skills and knowledge of other software programs such as Visio and Project will be an asset.

Language Skills:

Essential:

• Expert knowledge of English.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2500518