Admin Services Officer

2 weeks ago

New Delhi, India World Health Organization Full time

**Grade***: P4

**Contractual Arrangement***: Fixed-term appointment

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

**Job Posting***: Jun 1, 2023, 11:57:27 PM

**Closing Date***: Jun 23, 2023, 4:59:00 PM

**Primary Location***: India-New Delhi

**Organization***: SE/DAF Director - Administration & Finance

**Schedule***: Full-time

**OBJECTIVES OF THE PROGRAMME**

To provide administrative and logístical support to the activities and operations of health technical units and staff of the South-East Asia Regional Office and Country Offices.

**DESCRIPTION OF DUTIES**

Under the general supervision of Director, Administration and Finance (DAF) the incumbent performs the following duties:

- Supervises the respective sub-units within the Administrative Services Unit, providing guidance and technical input, management of staff, interpretation of Manual provisions and relevant rules and regulations; defines objectives and coordinates planned implementation. Monitors ASU workplan and budget implementation and proposes any adjustments and technical advice.
- Coordinates the provision of safe, secure, legally compliant office and conference premises with due regard for relevant standards and best practice, as well as any relevant guidelines established by WHO. Undertakes appropriate monitoring, and designs and implements appropriate safeguards to ensure the integrity and safety of essential building services and systems. Manages office space allocation.
- Advises senior management and staff on all matters relating to policies, practices and procedures in the area of administrative services and recommends solutions for the Regional and Country Offices, as required.
- Reviews existing regional policies and procedures, participates in the review of global policies and procedures in the area of administrative services.
- Plans, specifies and coordinates appropriate planned and reactive maintenance programmes of premises and their infrastructure to minimize waste, unplanned down time, operation and energy costs and emergency repairs. Aligns regional facilities operations with WHO and UN policies and procedures. Designs and implements appropriate premises and operations risk management strategies. Specifies and drafts requests for proposals with regard to contracts and subcontracts for various outsourced services, monitors service level agreements, supervises and manages the subcontracts
- Plans, specifies and manages implementation of new building with regular monitoring and reporting of progress, capital renewal and repair programmes in accordance with established deadlines and budgets. Reviews and updates the regional capital master plan and real estate inventory.
- Plays key quality, assurance and monitoring role for potential building projects carried out by the Governments for the needs of SEARO.
- Manages and coordinates the receipt and dispatch of mail and diplomatic pouches in accordance with best practices. Manages the regional office archives to ensure compliance with documentation schedules and best practice.
- Coordinates travel, conference and meeting services including logístical arrangements for Regional Committees and other important meetings. Makes preliminary visits to host countries, coordinating practical arrangements in collaboration with the WR and advising host Government officials as necessary.
- As secretary of the Property Survey Committee monitors, manages and coordinates the receiving, recording and disposal of SEARO (including country offices) fixed assets and inventory. Manages and supervises stores operations in accordance with recognized best practices.
- Assists international staff during their transition and establishment in India, advising on transport of personal effects, customs and visa/residency formalities, driving licenses, telephone installations, gas contracts, visas and Government of India ID cards and other protocol matters.
- Manages and coordinates the provision of subcontracted catering, cleaning and security guard services within the regional office, ensuring compliance with relevant WHO standards.
- Coordinates meet and assist services for the Regional Director and VIPs, as required.
- Performs other duties, as assigned.

**REQUIRED QUALIFICATIONS**

**Education**

**Essential**: Advanced University degree in Engineering, Business Administration, Public Administration, Finance, Law, Economics or related field.

**Desirable**: Training or certification in engineering, project management (Prince II or equivalent).

**Experience**

**Essential**: Minimum seven (7) years of relevant professional experience including supervision of multi
- disciplinary teams, including considerable experience obtained in an international context. Project Management experience.

**Desirable**: Experience in working in WHO and/or the UN system, together with specific experience of using Oracle. Experience in working in a multicultural environment. Engineering experience will be an ass

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