Administrative Operations Advisor

World Health Organization

JOB OPPORTUNITY

Grade: P4
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): Two years, first year probationary period.
Job Posting: May 2, 2023, 12:49:12 AM
Closing Date: May 23, 2023, 3:44:00 AM
Primary Location: United States-Washington, D.C.
Organization: Office of the Director of Administration
Schedule: Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

OBJECTIVE OF THE OFFICE/DEPARTMENT

This requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

The Director of Administration is the chief administrative officer of the Organization and is responsible for providing advice to the Director and senior management on financial and administrative management rules and practices, and for establishing and implementing policies, systems and procedures in order to improve organizational efficiency.

DESCRIPTION OF DUTIES

Under the direct supervision of the Director of Administration (AM), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

  1. Coordinate the participative development and implementation of the Organization’s administrative vision; provide advice and support Administrators and Managers to incorporate the administrative vision and related goals into the Strategic Planning process;
  2. Establish a strong professional support network and collaborative team among administrative personnel in HQ, Country Offices and Centers, developing synergies in the knowledge and competencies of the network members. Maintain virtual collaborative sites for suggestions and input from all Administrators, guidance or clarifications of policies/procedures, and contact points for specific issues. Include Administrators throughout PAHO as members of management assessment teams throughout the region;
  3. Analyze business and management processes to evaluate effectiveness and efficiency levels. Make recommendations to Director of Administration and appropriate business owners for changes to policies and procedures, or clarification of rules to improve the effectiveness of PAHO’s processes and practices. In coordination with the appropriate HQ Business Owner, facilitate the streamlining of those processes through convening working groups to enhance and improve business processes, standard administrative guidelines, manuals and policies;
  4. Coordinate/participate with the Office of Country and Subregional Coordination (CSC) teams to ensure that human resources and administrative support needs are identified and communicated to appropriate business owners. Monitor business processes in other public and private sector organizations to provide best practices and determine feasibility of implementation in PAHO. Liaise with WHO and other UN organizations to provide guidance and support to the PAHO Administrators on best practices and on cross-UN initiatives, such as the UN common services;
  5. In collaboration with senior management (PWRs, Center Directors, and Department Directors) and with the Administrators, identify priority competencies for PAHO administrative personnel, including during times of disaster response. Take the lead in coordinating learning opportunities for cross-Organizational learning needs (with business owners and the network of Administrators taking the lead on content). Work with individual supervisors to get training needs met where gaps exist, as identified in the strategic review process;
  6. Develop and train a team of Administrators from across the Organization to participate in administrative reviews as needed based on requests from PWRs, Subregional Directors, and Center and Department Directors. Ensure that issues requiring resolution by AM Departments/Units are brought to the attention of the appropriate Department Director. Track and monitor to ensure that all issues raised during administrative reviews or transfers are brought to a successful closure;
  7. Take the lead in actions necessary for the classification, selection and assignment of Administrators in PAHO, supporting PWRs, Center Directors and entity Directors in this process. Lead the process to maintain the Roster of Administrators. Ensure that the grades of international administrator positions are in line with the complexity of each cost center and duty station. Provide input to the second level supervisor (the Director of Administration) regarding the performance evaluations of all Administrators, both in HQ and the Country Offices/Centers;
  8. Act as the lead and focal point for the preparation, submission and implementation of AM’s Biennial Workplan, and the required documents for the Program Management and Assessment exercises;
  9. Support the Director of AM in the development, coordination and implementation of special projects and initiatives under the responsibility of AM area, including cross-departmental projects (such as the Shared Services Initiative) aimed to increase administrative effectiveness, efficiency and transparency of the Organization;
  10. Serve as proactive advisor to the Director of AM and act as a liaison with Administrators, PWRs, Center Directors and Department Directors for urgent matters when the Director of AM is not immediately available, proactively communicating with and providing balanced problem-solving advice in support of the Organization’s objectives;
  11. Serve as liaison with the Office of Internal Audit (OIA), coordinating the response to OIA internal audit reports;
  12. Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education:

Essential: A bachelor’s degree in management, business administration, organizational development or any other field related to the functions of the post, and a master’s degree in business administration, business management or a related field from a recognized university.

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/. PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator to support the validation process.

Experience:

Essential: Nine years of combined national and international experience in organizational development; business analyses process, reengineering process, implementing organizational change, including at least five years’ supervisory experience in areas related to human resources, budget/finance, procurement, general services and security.

Desirable: Experience in the development, implementation and managing of projects, preferably in an international organization would be an asset.

SKILLS:

PAHO Competencies:

  • Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.
  • Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity – Relates well to diversity in others and capitalizes on such diversity. Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.
  • Teamwork: Collaborate and cooperate with others – Works collaboratively with team members and counterparts to achieve and build rapport; helps others when asked; accepts joint responsibility for the team’s successes and shortcomings.
  • Communication: Write effectively/Share knowledge – Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.
  • Producing Results: Work efficiently and independently/Deliver quality results – Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs. Aligns projects with Organization’s mission and objectives. Consistently solves own and team’s problems effectively as needed. Proactively engages in projects and initiatives, accepting demanding goals, in line with Organizational Strategies and Program of Work. Demonstrates accountability for work of team and sets an example, while explicitly articulating lessons learnt for own and team’s benefit.
  • Ensuring effective use of resources: Strategize and set clear objectives/Monitor progress and use resources well – Sets specific, measurable, attainable, realistic and timely objectives for own team and/or the Organization; systematically analyses and anticipates priority projects for own team and allocates necessary resources to achieve them; identifies the cross-Organizational resources needed for large[1]scale projects in line with key Organizational objectives. Anticipates foreseeable changes and adapts own and team’s projects in the face of unforeseen circumstances and/ or challenges; creates measures and criteria to monitor progress of overall projects against key Organizational objectives; creates cost-effective solutions for the Organization.
  • Building and promoting partnerships across the Organization and beyond: Develop networks and partnerships and encourage collaboration – Builds and negotiates strategic partnerships and alliances with a wide range of key stakeholders to ensure Organizational results and success. Creates innovative opportunities for promoting synergies inside and outside the Organization to improve Organizational success.

Technical Expertise:

Theoretical and practical expertise at the highest level in aspects related to administration and business process analysis.
Mature judgment, strong organizational, analytical, conceptual skills; demonstrated ability to assess, analyze, synthesize and provide recommendations on key programmatic issues.
Ability to integrate managerial and technical inputs into recommendations for the decision-making process; ability to manage multiple issues and tasks in a complex organizational environment.
Strong interpersonal skills, diplomacy and tact to effectively communicate with senior level officials, multiple stakeholders and professionals from diverse cultural and professional backgrounds.
Excellent organizational and analytical skills combined with strong professional oral and writing skills including the development of reports, oral presentations, and summary documents for consideration at the highest levels of the Organization.
Languages:

Very good knowledge of English or Spanish with a working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.

IT Skills:

Demonstrated ability to effectively use current technology and software, spreadsheets and presentations, including Outlook, Teams, OneDrive, SharePoint, Excel, Word, PowerPoint, PowerBI as well as Enterprise Resource Planning (ERP) and management information systems.

REMUNERATION

Annual Salary: (Net of taxes)

USD $77,326.00 + post adjustment

Post Adjustment: 63.5% 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.

ADDITIONAL INFORMATION

THIS VACANCY NOTICE MAY BE USED TO FILL OTHER SIMILAR POSITIONS AT THE SAME GRADE LEVEL.

Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

For information on PAHO please visit: http://www.paho.org

PAHO/WHO is an ethical organization that maintains high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

PAHO/WHO also promotes a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of abusive conduct.

PAHO/WHO personnel interact frequently with people in the communities we serve. To protect these people, PAHO has zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.

PAHO/WHO is committed to workforce diversity. PAHO/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

PAHO/WHO offers an attractive compensation package including an annual net salary and post adjustment, which reflects the cost of living in a particular duty station and exchange rates (subject to mandatory deductions for pension contributions and health insurance). Other benefits include: 30 days annual leave, dependency benefits, pension plan and health insurance scheme. Benefits for internationally recruited staff may include home leave, travel and removal expenses on appointment and separation, education grant for dependent children, assignment grant and rental subsidy.

Candidates appointed to an international post with PAHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

All applicants are required to complete an on-line profile to be considered for this post.

Candidates will be contacted only if they are under serious consideration. A written test and/or interview will be held for this post. The post description is the official documentation for organization purposes.

To apply for this job please visit careers.who.int.