Administrative Officer, Jakarta, Indonesia

Organization: World Health Organization (WHO)

Country: Indonesia

City: Jakarta

Office: WHO Jakarta

Grade: P-4

Closing date: Monday, 13 December 2021

Administrative Officer

( 2105744 )

Grade : P4

Contractual Arrangement : Fixed-term appointment

Contract Duration (Years, Months, Days) : 2 Years

Job Posting: Nov 22, 2021, 8:10:40 AM

The objective of the Programme is to deliver WHO core functions at the country level, with particular focus of the Organization’s directing and coordinating role for international work. Within this framework, activities include support to the Government in the formulation, implementation and evaluation of national health policies, strategies and plans, and development and management of WHO’s technical cooperation programmes at the country level.The immediate unit objective is to facilitate programme delivery by providing timely managerial and administrative services to programme delivery collaborators, staff and consultants in all aspects of administrative and financial operations including budget and finance, human resources, fellowships, procurement, travel, ticketing and transportation, logistics, building management, safety and security of staff, information technology including GSM operations, telecommunications, publication dissemination, media, protocols and public relations. Further, to provide accurate guidance, information and practices which lead to full compliance and accountability with the Organization’s established rules and regulations.

DESCRIPTION OF DUTIES

Under the direct supervision of the WHO Representative, and the general guidance of the Director, Administration and Finance for the South-East Asia Region, the incumbent performs of the following duties : Administration

(1) Leads, directs and manages staff in delivering a full range of administrative services in support of programme implementation, budget and finance, human resources, procurement, travel, ticketing and transportation, fellowships, building management, security of office premises and staff safety, telecommunications, information technology including GSM operations, and asset management;
(2) Provides the WHO Representative, and other staff at WCO, field offices and Projects, authoritative advice and analysis on all areas of administration, including respect for WHO administrative and financial rules, policies and practices;
(3) Provides analysis and advice to the WHO Representative and senior staff on management of Awards, Imprest accounts and handling of cash; oversees proper reconciliation and reporting of these functions;
(4) Actively leads procurement of services required for management of country office or for support of technical programs, participating in local contract committees and ensuring best value for money in procurement practices;
(5) Facilitates team building, coordinates identification, planning and implementation of Staff Development and Learning activities;
(6) Reviews the administrative and financial services operations including the anticipated needs of resources and creates innovations for improved efficiencies and effectiveness;
(7) Assists the WR in establishing and maintaining an efficient and effective compliance programme within the Office, including heightened awareness of Standards of Conduct and Compliance requirements; Programme

(8) Participates in the country programming, Work Plans‘ formulation, technical and financial monitoring and evaluation, including liaison with national authorities, UN agencies and other development partners;
(9) Supports resource mobilization efforts, participating in the formulation of donor agreements and other contractual instruments to ensure conformity and compliance with WHO policies and administrative provisions;
(10) Liaises with WHO Country Office technical units and Regional Office staff and informs WR on the implementation status/deadlines, to ensure optimal utilization of allocated financial resources;Coordination

(11) Represents WHO and participates actively in the UN Operations Management Team and other interagency meetings; shares relevant information with colleagues, and ensures implementation of decisions taken by the heads of the agencies;
(12) Liaises with Government departments and other diplomatic missions to ensure timely approval of visas, work permits, VHF/HF radio licenses, vehicle imports, and resource mobilization, as well as issues of common interest;
(13) Coordinates with the United Nations Department of Safety and Security (UNDSS) and SEARO focal point for Security, to ensure MOSS compliance and timely reports of security related incidents; disseminate security and travel advisory and arrange security briefings and training of staff;
REQUIRED QUALIFICATIONS

Education

Essential : Master’s level University degree in business/public administration, economics, organizational development, or equivalent educational qualifications

Desirable: Training(s) in HR, accounting, finance, monitoring and evaluation

Experience

Essential : At least seven years‘ experience, some of which must have been obtained in international contexts, in managing a wide range of administrative and financial services, leading and supervising staff teams

Desirable: WHO/UN/healthcare Organization experience of working in a developing country and interaction with national authorities

Skills

Thorough knowledge of administrative, financial and management theories and principles, procedures and their application. High-level managerial, analytical and negotiating skills. Ability to work under pressure in an independent manner with an inter-disciplinary team. Ability to lead, direct and manage teams. Ability to represent the Organization in dealing with Government, UN agencies and other development partners. Excellent advocacy and inter-personal skills, tact and diplomacy. Ability to use MS office and enterprise-wide integrated administrative and program planning software.

WHO Competencies

Teamwork

Respecting and promoting individual and cultural differences

Communication

Producing results

Ensuring the effective use of resources

Creating an empowering and motivating environment

Use of Language Skills

Essential : Expert knowledge of English.

Desirable: 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 74,913 (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 2172 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

Please note applications should be submitted through WHO’s online recruitment portal. Please visit www.who.int/careers to complete an online profile and to apply to this vacancy.

Only candidates under serious consideration will be contacted.

A written test may be used as a form of screening.

The written test for shortlisted candidates will be tentatively be held in week starting 3 January 2022

7 January 2022. Candidates are advised to make themselves available during that period

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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.

Staff members in other duty stations are encouraged to apply.

For information on WHO’s operations please visit: http://www.who.int.

WHO is committed to workforce diversity.

WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

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.

Link to the organization’s job offer: https://unjobs.org/vacancies/1637690829277