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Vacancy Notice No: SEARO/08/FT12

Title: Administrative Officer

Grade: P4

Contract type: Fixed-term appointment

Duration of contract: Two Years
Date: 18 April 2008

Deadline for application : 17 May 2008
(8 day(s) until closing deadline)
Currently accepting applications

Duty Station: DHAKA Bangladesh

Organization unit: Regional Office for South-East Asia (SEARO)
Director, Administration & Finance (DAF)

OBJECTIVES OF THE PROGRAMME :
The objective of the programme is to deliver WHO core functions at country level with a particular focus on the Organization’s directing and coordinating role for international health as expressed in the Constitution. In this framework, the specific activities include:

Support to the Ministry of Health and Family Welfare (MOHFW), Government of Bangladesh, in the formulation, implementation and evaluation of national health policies, strategies and plans.
Develop and manage, at the country level, the Organization’s technical cooperation programmes and coordination of the Organization’s activities with those of other relevant ministries, development partners and the Government’s National Health Programmes.

The objective of the unit is to facilitate programme delivery excellence by delivering timely administrative support, authoritative advice and assistance to programme delivery collaborators, professional staff and consultants and programme and administrative teams on all aspects of administrative and financial operations, including budget and finance, human resources, fellowships, procurement, travel and transportation, logistics, building and office administration, safety and security of staff, information technology, telecommunications, publication dissemination, and media and public relations.
Description of duties:
Reporting to the WHO Representative, the Administrative Officer (AO) supports the WR in managing the entire range of administrative services in a highly visible area of work directly affecting programme implementation and the reputation of the Organization. He/she provides leadership to a team of general service staff in diverse operational areas that shares decision-making on optimal resource utilization and adaptation of administrative processes to meet programme requirements in a highly complex country context. The AO helps facilitate and foster a climate of trust and understanding among programme delivery collaborators which serve to underpin effective programme coordination and collaboration.

1. Leads, directs and manages a team of general service staff in delivering a full range of administrative services in support of programme implementation and addresses and/or resolves management and/or administrative issues and processes to facilitate the attainment of programme objectives.

2. Provides the WHO Representative, all categories of staff and consultants with authoritative advice and guidance on human resources, administrative and financial aspects of programme implementation. Responds in a timely manner to policy queries which involve interpretation or requests for a policy waiver to facilitate the implementation of programme activities.

3. Organizes coordination meetings with development partners including donors; participates in meetings and provides guidance on WHO administrative and financial policies and practices.

4. Participates and advises in the formulation of Donor Agreements, Memoranda of Understanding, Letters of Exchange and other contractual instruments and ensures that administrative provisions adhere to WHO policy and comply with WHO rules, regulations and administrative processes.

5. Coordinates the administrative and financial activities of the Country Office including legal affairs related to resource mobilization, travel, security, and media and public relations with the Government of Bangladesh, other UN Agencies, bilateral and multilateral Agencies, inter-governmental and non-governmental organizations.

6. Manages the delegated human resources services and provides guidance on selection processes, administers contracts resulting from recruitment and coordinates with professional and general service staff on the Performance Management and Development System (PMDS) to ensure timely processing. Ascertains staff development and learning (SDL) needs and identifies SDL opportunities for general service staff in consultation with the Regional Office.

7. Critically reviews the administrative and financial services operations including the anticipated needs for technical programme and develops assessment measures for gauging administrative and financial service delivery and creates innovations for improved efficiencies and effectiveness.

8. Plans and prepares programme budget and detailed workplan for the functioning of the Country Office and oversees the financial and budgetary monitoring thereof. Contributes to the preparation of detailed workplans for technical programmes by providing budget estimates for administrative and personnel costs to ensure consistent expenditures and efficient financial monitoring of programme implementation. Prepares budget estimates for administrative and personnel costs and monitors WHO expenditures both for the regular budget and extra-budgetary resources; provides and discusses financial reports for country-specific budget activities and other financial reports for extra-budgetary funded projects, as required.

9. Manages accounting, disbursing, reporting and other financial controls based on established policy and procedures, approves expenditures within established limits, balances need for administrative expenditures with the need for fiscal restraint and adherence to economy measures.

10. Coordinates with the United Nations Department of Safety and Security (UNDSS), Security Advisor and/or the WHO Regional Field Security Officer in implementing the Field Security Plan, ensures MOSS compliance, reports security related incidents to UNDSS, disseminates security and travel advisories, organizes security briefings and training of WHO staff on field security matters.
REQUIRED QUALIFICATIONS
Education:
University degree in public or business administration, economics, social development, allied health sciences or other relevant degrees.

Desirable: Post-graduate degree in a relevant field.

Competencies:

1) Producing Results; 2) Ensuring the Effective use of Resources; 3) Communicating in a Credible and Effective Way; 4) Creating an Empowering and Motivating Environment; and 5) Promoting Innovation and Organizational Learning.
Skills:
Thorough knowledge of management theories and principles, policies and procedures and their practical application. High-level managerial, supervisory, analytical and negotiating skills. Ability to work under pressure and in an independent manner within an inter-disciplinary team of people with different educational backgrounds and cultural orientations. Ability to lead, direct and manage a team. Demonstrated ability to act independently and exercise sound judgment. Capacity to research, plan and conduct operational activities with technical and political elements. Ability to represent the Country Office in dealing with government, UN agencies, bilateral and multilateral agencies and non-governmental organizations. Skills in advocacy. Excellent communication and interpersonal skills, tact, versatility and a high degree of discretion and integrity.

Other Skills (e.g. IT): Good knowledge of computer management and applications.
Experience:
At least three years of national experience plus five years of international experience; or eight years international experience in applying theoretical and practical knowledge in administrative management. Experience in managing a large team in the delivery of a wide range of administrative and financial services

Desirable: Experience working in a developing country context. Knowledge of WHO policy and programmes and of the UN and its specialized agencies.
Annual salary: (Net of tax)
US $ 63, 052 at single rate
US $ 67,709 with primary dependants Post Adjustment: 39 % 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.

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.

Applications from women and from nationals of non- and under-represented member states are particularly encouraged.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

More information click: http://www.who.int/employment/vacancies/en/