Administrative Officer, P2

Description

PURPOSE OF THE POSITION

• In the context of the Outbreaks and Health Emergencies management system, at the EPR hub level, the incumbent will ensure that the leadership decisions trigger the provision of management and administrative services that meet emergency performance standards through managing service provision in the following areas: Supporting preparation and oversight of plans and budgets for the emergency prevention, preparedness, recovery and response plans of work, management of office premises, low level procurement, security compliance, and information technology.

Description Of Duties
Under the supervision of the hub coordinator, the incumbent will perform following functions:

• Adapt and implement procedures, in compliance with existing policies and SOPs, for the administration, monitoring, control and evaluation of material, service and some financial processes within the incident management system.
• Support the formulation of general and specific budgetary estimates for the emergency preparedness, response and recovery activities; Support the management of funding allocations and awards; tracking and reporting on financing against budget; support monitoring and reporting on financial implementation in compliance with WHO rules, emergency SOPs and delegations of authority.
• Provide administrative support in the implementation of all WHO incident management operations through initiation of relevant proposals for all planned activities, in cooperation with the resource mobilization team, follow-up on donor proposals and reporting deadlines; ensure payments are made to support emergency programme plans and in compliance with rules and procedures.
• Support travel to the relevant duty stations for staff and affiliate personnel on deployment missions for 27 countries covered by the hub as well as supporting entry formalities, briefing and training, on-site administrative support, de-briefing and performance evaluations of affiliate personnel in collaboration with the human resources department.
• Support procurement of services and all necessary supplies required for the running of the hub office, inventory tracking, coordinate with logistics and HR to provide supplies and equipment to the various response teams. Participate in local contract review committees and ensure best value for money in procurement practices as per the delegated authority. Support appropriate asset management and ensuring that relevant reports to the management are submitted timely.
• Support all travel related activities for staff and affiliates ensuring visas applications are timely lodged and issues, Travel requests are timely submitted and approved, new staff immunity and privilege formalities are timely completed.
• Liaise and collaborate with the Field Security Officer in country office and the United Nations Department of Safety and Security UNDSS in Kenya and the Regional Field Security Officer to ensure the safety of all WHO staff and responders, Minimum Operating Security Standards MOSS compliance, timely report on security related incidents, dissemination of security and travel advisory information and arrange security briefings and training of staff in collaboration with the human resources department.
• As required, manage Information Technology support services provided either by local Information technology technicians and staff or outsourced.
• Consolidate the replies to audit reports and comments, review and follow-up on any outstanding audit recommendations related to the different areas of management and administration.
• Follow up and monitor execution of all hub's senior management meeting decisions and action points and remind the responsible staff ensuring all deadlines are met.
• Perform any other duties as may be required by the functional supervisor.

Required Qualifications
Educational Qualifications
Essential

• First university degree, in public or business administration, public health, finance or accounting, human resources management or other social studies from an accredited/recognized institute.

Desirable

• Advanced university degree in public health, business or public administration.

Experience
Essential

• At least two years of relevant experience, combined at the national and international levels in management and administration, including supervision of staff.
• Experience in supporting emergency or health outbreak operations.

Desirable

• Experience in in developing countries.
• Prior humanitarian working experience at field level, with WHO, other UN agency, health cluster partners, recognized humanitarian organizations or with an international nongovernmental organization.

Skills

• Thorough knowledge of administrative and management principles and practices
• Excellent time management skills and the ability to work under pressure.
• Demonstrated ability to act independently and exercise sound judgement.
• Advanced leadership skills and proven ability to coach and motivate staff.
• Skills in programme formulation, design and research development an asset.
• Proven ability to translate requirements into workable solutions.

WHO Competencies

• Communication
• Creating an empowering and motivating environment
• Respecting and promoting individual and cultural differences
• Ensuring the effective use of resources
• Teamwork

Use of Language Skills

• Essential: Excellent knowledge of English
• Desirable: Working knowledge of another WHO official language would be an asset.

Other Skills e.g., IT

• Excellent knowledge of Microsoft Office applications
• Good general knowledge of enterprise resource planning systems.