Details
Mission and objectives
WHO in the Western Pacific
Together with 37 Member States and areas, we fight infectious diseases like dengue and malaria, and noncommunicable diseases like diabetes and heart disease. Through immunization campaigns and initiatives such as First Embrace, we help mothers and children survive and thrive. We ensure the safety of our environment, our air, our water and our food – all of which impact our health every day. We prepare for and rapidly respond to disasters and emergencies, never losing sight of the fact that we are dealing with issues of life and death. With the stakes so high, we strive for excellence in working to bring better health and well-being to the nearly 1.9 billion people of the Western Pacific Region.
Together with 37 Member States and areas, we fight infectious diseases like dengue and malaria, and noncommunicable diseases like diabetes and heart disease. Through immunization campaigns and initiatives such as First Embrace, we help mothers and children survive and thrive. We ensure the safety of our environment, our air, our water and our food – all of which impact our health every day. We prepare for and rapidly respond to disasters and emergencies, never losing sight of the fact that we are dealing with issues of life and death. With the stakes so high, we strive for excellence in working to bring better health and well-being to the nearly 1.9 billion people of the Western Pacific Region.
Context
The WHO Regional Office for the Western Pacific (WPRO) is dedicated to improving health and well-being across its member states. Its mandate includes providing technical support, facilitating health policy development, and promoting evidence-based health practices. WPRO focuses on addressing key health issues such as infectious diseases, noncommunicable diseases, and health systems strengthening. WPRO operates through three main technical clusters: Universal Health Coverage, Communicable Diseases, and Non-Communicable Diseases.
The assignment is within Administrative Services Unit (ASU) of the Division of Business Operations and Solutions Lab (BOS) of WPRO. Head of Unit is the Administrative Services Officer (ASO). Unit is responsible for providing the full range of administrative services to the various programmes and activities of the Organization in the Western Pacific Region, both in the Regional Office (RO) and Country Offices (WCO). Its objective is to provide support in the areas of building management and maintenance; Offices renovations and optimizations; protocol, travel, and transport; registry, pouch dispatch and freight services, meeting services, and asset and inventory management.
The assignment is within Administrative Services Unit (ASU) of the Division of Business Operations and Solutions Lab (BOS) of WPRO. Head of Unit is the Administrative Services Officer (ASO). Unit is responsible for providing the full range of administrative services to the various programmes and activities of the Organization in the Western Pacific Region, both in the Regional Office (RO) and Country Offices (WCO). Its objective is to provide support in the areas of building management and maintenance; Offices renovations and optimizations; protocol, travel, and transport; registry, pouch dispatch and freight services, meeting services, and asset and inventory management.
Task description
Given the diverse administrative tasks and responsibilities of the supervisor (Administrative Services Officer (ASO)), the role of Administration Operations Officer involves comprehensive support and oversight across various areas within the ASU.
Administrative Projects
1. Assist the ASO in reviewing, re-designing (if needed), and implementing building maintenance procedures, monitoring schedules, and coordinating planned/reactive maintenance to minimize downtime and operational costs.
2. Collaborate with relevant ASU Teams to ensure the provision of safe, secure, and legally compliant office and conference premises, adhering to standards and best practices.
3. Support the ASO in planning and execution of renovations, refurbishments, upgrades in offices and buildings across the compound, and in any other building related projects.
4. In the cooperation with respective ASU Team Leads, coordinates work of subcontractors and monitors their overall performance.
Backup and Support
1. Act as the backup for the supervisor, ensuring smooth operations and overseeing multidisciplinary teams within ASU, including sub-contractors, and providing guidance to country offices during the supervisor's absence.
2. Assist in defining objectives, coordinating planned project implementation while ensuring adequate budget execution through guidance of ASO.
3. Closely cooperate with ASU Team Leads.
Cafeteria Management
1. In the cooperation with respective ASU Team Lead, observe the adherence to food safety and sanitary standards within the cafeteria, ensuring hygienic food handling and quality service.
2. Establish mechanisms for collecting staff feedback on food quality, service, and menu options.
Travel / Conference Coordination
1. In the collaboration with relevant ASU Team Leads, support coordination of travel, logistics, and conference services for important meetings within the region (including retreats of whole Regional Office, BOS Division, and ASU), ensuring compliance with travel regulations and efficient service delivery.
Shipping, Registry, and Archiving
1. Extend help in promoting paperless archiving and transitioning paper-based documents into electronic files while working with relevant ASU Team Lead.
2. Extend guidance and coordination, if needed, during shipping process.
Assistance with Private Matters
1. Under the guidance of ASO, assist newcomers on settling at the duty station while cooperating with relevant ASU staff.
Fixed Assets, Inventory and Stores Management
1. Ensure proper management of fixed assets and inventory control through coordination with different WHO internal stakeholders (Regional and Country Offices) as the additional/complementary activity to what relevant ASU Team Lead does.
Administrative Projects
1. Assist the ASO in reviewing, re-designing (if needed), and implementing building maintenance procedures, monitoring schedules, and coordinating planned/reactive maintenance to minimize downtime and operational costs.
2. Collaborate with relevant ASU Teams to ensure the provision of safe, secure, and legally compliant office and conference premises, adhering to standards and best practices.
3. Support the ASO in planning and execution of renovations, refurbishments, upgrades in offices and buildings across the compound, and in any other building related projects.
4. In the cooperation with respective ASU Team Leads, coordinates work of subcontractors and monitors their overall performance.
Backup and Support
1. Act as the backup for the supervisor, ensuring smooth operations and overseeing multidisciplinary teams within ASU, including sub-contractors, and providing guidance to country offices during the supervisor's absence.
2. Assist in defining objectives, coordinating planned project implementation while ensuring adequate budget execution through guidance of ASO.
3. Closely cooperate with ASU Team Leads.
Cafeteria Management
1. In the cooperation with respective ASU Team Lead, observe the adherence to food safety and sanitary standards within the cafeteria, ensuring hygienic food handling and quality service.
2. Establish mechanisms for collecting staff feedback on food quality, service, and menu options.
Travel / Conference Coordination
1. In the collaboration with relevant ASU Team Leads, support coordination of travel, logistics, and conference services for important meetings within the region (including retreats of whole Regional Office, BOS Division, and ASU), ensuring compliance with travel regulations and efficient service delivery.
Shipping, Registry, and Archiving
1. Extend help in promoting paperless archiving and transitioning paper-based documents into electronic files while working with relevant ASU Team Lead.
2. Extend guidance and coordination, if needed, during shipping process.
Assistance with Private Matters
1. Under the guidance of ASO, assist newcomers on settling at the duty station while cooperating with relevant ASU staff.
Fixed Assets, Inventory and Stores Management
1. Ensure proper management of fixed assets and inventory control through coordination with different WHO internal stakeholders (Regional and Country Offices) as the additional/complementary activity to what relevant ASU Team Lead does.
At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.