Business Operations Associate

Job Description

Under the supervision of an operations professional, the incumbent will lead a team of support staff or hold the lead accountable role in delivering services and transactions in the relevant office in one or more of WHO’s specialized operational areas and subdisciplines, such as finance, human resources, procurement, logistics, and/or information technology management.

Duties:

The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office:
Supervise the delivery of services and transactions in one or more of the specialized operational areas and subdisciplines of a) human resources management, b) procurement, and/or c) information technology management.

Team management:

Manage a team of specialized support staff or play a lead role in administering the delivery of efficient and effective services and transactions.
Quality assure work products and processes compliant with respective procedures, guidelines, and policies.
Justify and escalate procedural exceptions. Facilitate the capture and sharing of best practices and continuous learning by the team.
Propose work process improvements for team performance.

Advisory:

Share technical knowledge on matters relating to core service lines, by briefing clients, staff and partners on, and interpreting, relevant procedures, rules and regulations.
Support consistency in approach and compliance with respective procedures, rules, and regulations.

Administration:

Undertake delegated certifications and approvals under the applicable accountability framework
Manage the delivery of the respective processes and standard transactions, services, and work products to be aligned with business plans and adhering to rules, regulations, and procedures.
Conduct training in respective area of business operations support for clients and staff.
Identify improved service line processes and procedures for optimal client service, efficiency and effectiveness.

Education

Essential:

Completion of secondary education. Training and certification in one or more UN operational service areas or systems

Experience:

Essential:

A minimum of eight years of progressively responsible work experience relevant to the position (administrative support services and transactions in the operational support area, including finance, and/or human resources, and/or procurement, and information technology management support).

Skills:

WHO’s rules, regulations, support procedures, practices, rules, and regulations in one or more of the following specialized operations’ -support disciplines, such as:
Financial support services: Managing a range of finance-support services, including imprest accounts and payments, budget administration, financial monitoring, income and awards administration, and for preparation of financial reports and statements.
Human Resources support service: Administering the Human Resources plan and the delivery of human resources support services including the following sub-disciplines: contract management; staff recruitment, selection, onboarding and briefing of new staff
Procurement support services: Procuring goods/ services including initiating purchase requisitions, administering tender/ bidding process and supporting supplier management
Information technology support services: Managing comprehensive information technology support services, including provision of integrated Service Support to ensure stable day-to-day operation of the collaboration and network infrastructure as well as common applications, such as, shared directory, and providing expertise in the implementation, administration and maintenance of all associated hardware and software; and development of simple software applications.
Primary support for logistics and transportation administration, inclusive of the warehouses, exemption documents, management of the office vehicles, supervision of drivers, and all related activities.
Administration of the inventory of supplies and organizational assets
Travel administration, processing requests, visa issuances, flight and hotel bookings, travel claims, and follow up on travel related issues
Proven knowledge of additional, operational service areas with less complex rules and procedures, may be required, i.e.
Brief and explain administrative procedures to other members of staff.
Team management and facilitation skills
Strong interpersonal skills
Flexibility to adapt to competing priorities and work in a fast-paced environment.