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Administrative Officer

Kiev

  • Organization: WHO - World Health Organization
  • Location: Kiev
  • Grade: Mid level - P-3, International Professional - Internationally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Civil Society and Local governance
    • EU_UKR WHO Country Office, Ukraine
  • Closing Date: Closed

OBJECTIVES OF THE PROGRAMME

All Member States of WHO in the European Region share the common value of the highest attainable standard of health as a fundamental human right.All of WHO actions are based on this and rooted in the underlying value of equity as described in the General Programme of Work. The 13th General Programme of Work defines the mission of WHO as one to promote health, to keep the world safe, and to protect the vulnerable. The GPW calls for heightened accountability, prioritizing impact and outcome at country level, and to improve the lives of three billion people, through universal health coverage, through addressing health emergencies, and promoting healthier populations.WHO's mandate revolves around six core functions\: (i) providing leadership on global health matters; (ii) shaping the health research agenda; (iii) setting norms and standards; (iv) articulating evidence-based policy options; (v) providing technical support to countries; and (vi) monitoring and assessing health trends.The European Region (EURO) of WHO is made up of 53 countries, with over 880 million people. The diversity of people and health situations requires, on the demand side, a solid understanding of the emerging socio-economic, epidemiologic and demographic patterns and trends at both aggregate as well as national and sub-national levels, with due sensitivity to disadvantaged populations and vulnerable segments of the society. On the supply side, it is equally crucial to have a solid understanding of the commonalities and divergences of the health systems, the circumstances and political economy under which they have evolved and operate and, more specifically, how these bear upon the way the health system stewardship function of health ministries is carried out.The WHO Country Office is an integral part of the WHO Regional Office for Europe. Its main role is to facilitate and coordinate all WHO activities at country level. This is done through facilitating the implementation of the Biennial Collaborative Agreement with the country and its corresponding work plan. The WHO Country Office maintains good working relations and ensures a two way flow of information exchange between the country and WHO.

DESCRIPTION OF DUTIES

The purpose of the position is to manage the day-to-day operations of the WHO Country Office in UKR, 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.

Under the general supervision of the Director of Administration & Finance (DAF) and the direct supervision of the WR/HWO, Ukraine, the incumbent is responsible for, but not necessarily limited to, the following assigned duties\:
1. 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;
2. 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;
3. Establish and utilize tracking mechanisms that allow the WR/HWO and his/her team to be proactive in initiating and executing administrative actions;
4. 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;
5. 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;
6. 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;
7. 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;
8. 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; 
9. 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;
10. Plan, recommend, and implement systems, norms and procedures for the administration of human, financial and material resources of the CO; 
11. 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;
12. 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;

REQUIRED QUALIFICATIONS

Education

Essential\: University degree (Bachelor's level) in business, public administration, finance, economics or a related field from a recognized institution.
Desirable\: Masters' degree in business administration or related field.

Experience

Essential\: At least 5 years of combined national and international professional experience in administration, finance, project management, with supervisory responsibilities.
Desirable\: Working experience in disaster risk reduction and response.

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 analyze financial data and provide recommendation on key administrative issues.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Creating an empowering and motivating environment

Use of Language Skills

Essential\: Expert knowledge of English.
Desirable\: Intermediate knowledge of Russian. Beginners knowledge of WHO official lang.

REMUNERATION

WHO salaries for staff in the Professional category are calculated in US dollars. The remuneration for the above position comprises an annual base salary starting at USD 60,233 (subject to mandatory deductions for pension contributions and health insurance, as applicable), a variable post adjustment, which reflects the cost of living in a particular duty station, and currently amounts to USD 994 per month for the duty station indicated above. Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.

ADDITIONAL INFORMATION

  • This vacancy notice may be used to fill other similar positions at the same grade level
  • Only candidates under serious consideration will be contacted.
  • A written test may be used as a form of screening.
  • 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. 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 will require individual review.
  • Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
  • WHO is committed to workforce diversity.
  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
  • WHO has a mobility policy which can be found at the following link\: http\://www.who.int/employment/en/. 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.
  • Applications from women and from nationals of non and underrepresented Member States are particularly encouraged.
  • For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220.
This vacancy is now closed.
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