Admin Operations Officer

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Description

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Mission and objectives

The World Health Organization (WHO) was founded in 1948 as a specialized agency of the United Nations. WHO connects nations, partners, and people to promote health, ensure global safety, and support vulnerable populations. Its goal is to enable everyone, everywhere, to attain the highest possible level of health. WHO leads global efforts to expand universal health coverage, coordinates responses to health emergencies, and promotes healthier lives from pregnancy through old age. The Triple Billion targets outline an ambitious plan for achieving good health for all through science-based policies and programs. WHO has its headquarters in Geneva, along with six regional offices, 150 country offices, and various other offices worldwide. This assignment will be under the WHO regional office for the Western and 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, non-communicable diseases, and health systems strengthening. WPRO operates through three main technical clusters: Universal Health Coverage, Communicable Diseases, and Non-Communicable Diseases. The Non-Communicable Diseases (NCD) Management Programme contributes to the Universal Health Coverage and Communicable and Non-Communicable Diseases cluster in the Regional Office. The strategic agenda aims to reduce the disease burden in the Western Pacific Region by guiding the disease control agenda and utilizing analytics to inform strategic investments and tailored interventions.
• The Position is within Administrative Services Unit (ASU) of the Division of Administration and Finance of WPRO. Head of Unit is the Administrative Services Officer (ASO).
• The 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, the role of Admin Operations Officer involves comprehensive support and oversight across various areas within the ASU.

Administrative Projects

• 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.
• 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.
• 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.
• In the cooperation with respective ASU Team Leads, coordinates work of sub-contractors and monitor their overall performance.

Backup and Support

• 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.
• Assist in defining objectives, coordinating planned project implementation while ensuring adequate budget execution through guidance of ASO.
• Closely cooperate with ASU Team Leads.

Cafeteria Management

• 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.
• Establish mechanisms for collecting staff feedback on food quality, service, and menu options.
• Re-initiate WHO Cafeteria Food Committee and act as the Chair.

Travel / Conference Coordination

• 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, DAF Division and ASU), ensuring compliance with travel regulations and efficient service delivery.

Shipping, Registry and Archiving

• Extend help in promoting paperless archiving and transitioning paper-based documents into electronic files while working with relevant ASU Team Lead.
• Extend guidance and coordination, if needed, during shipping process.

Assistance with Private Matters

• 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

• 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.

Results/expected outputs:

As an active WPRO / DAF / ASU team member the UN volunteer will provide efficient, timely, responsive, client-friendly, and high-quality support rendered to WPRO and its beneficiaries in the accomplishment of her/his functions, including:

• Review of building maintenance procedures and monitoring schedules to enhance operational efficiency and reduce downtime.
• Evaluation of compliance to office standards, environmental and accessibility reporting with extended assistance to WCOs
• Coordination and performance evaluation reports of sub-contractors, with recommendations for future engagements.
• Establishment of collaborative workflows with ASU Team Leads, ensuring seamless communication and support.
• Compliance report on food safety and sanitary standards within the cafeteria operations, including feedback mechanism from staff to enhance overall cafeteria offerings.
• Successful re-establishment and functioning of the WHO Cafeteria Food Committee with regular meetings and outcomes documented.
• post-event evaluations to assess feedback on logistics efficiency and service delivery during key conferences and retreats.
• Guidance materials developed for the shipping process, ensuring compliance with procedural standards.
• Comprehensive guide developed for newcomers on settling into the duty station, along with feedback on the settling-in process from relevant ASU staff.
• Asset management coordinated effectively with WHO stakeholders.

Requirements

Required experience

• 5 years of experience in business administration, Public Administration, Management, or a related field.

Skills:

• Project Management Skills: Ability to plan, execute, and manage projects effectively, ensuring adherence to timelines and budgets.
• Communication Skills: Excellent oral and written communication skills in English, with the ability to engage and collaborate effectively with a diverse range of stakeholders.
• Organizational Skills: Strong organizational skills to manage multiple tasks and priorities.
• Technical Proficiency: Microsoft Office Suite (Excel, Word, PowerPoint).

Required Experience:

• Minimum of 5 years of experience in office administration, facility management, or logistics coordination, preferably within an international organization.
• Event Coordination Experience: Demonstrated success in coordinating and managing events, conferences, or meetings, including logistical planning.
• Procurement Experience: Knowledge of procurement processes and compliance standards, particularly within the public sector or UN system.
• Building Maintenance and Operations: Good understanding of building maintenance procedures, safety regulations, and operational standards.

Desired/Mandatory Technical Knowledge:

• Excellent oral and written communication skills, with strong drafting, formulation, and reporting abilities.
• High level of accuracy and professionalism in document production and editing.
• Exceptional interpersonal skills, demonstrating cultural and social sensitivity; ability to work inclusively and collaboratively with a diverse range of partners, including grassroots community members, religious and youth organizations, and authorities at various levels. Familiarity with communication tools and approaches for development is essential.
• Proven ability to adapt professionally and effectively in challenging environments, working effectively within a multicultural team of international and national personnel.
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.), email, and internet usage; familiarity with database management and office technology equipment.
• Self-motivated with the ability to work with minimal supervision and meet tight deadline.

Languages

• English, Level: Fluent, Required

Source: https://app.unv.org/opportunities/1771617801500928

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