Operations Officer
World Health Organization (WHO)
AF/GMC General Management and Coordination
Close on 17 Jul 2020
Location: Multiple locations
Grade: P4, Mid-level Professional
Apply Now
Added 2 weeks ago
Job Description
Country Management Support Units (CSUs) have been established in the organizational structure to provide support for Managers and staff to fully assume their responsibilities and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters.

Under the direct supervision of the WHO Representative (WR), and the overall guidance of Director, General Management Cluster (GMC), the Operations Officer acts as an advisor on all aspects of the WHO Country Office (WCO) management and operations in large Country Offices. The Operations Officer is responsible for strategic financial and human resources management, efficient procurement and logistical services, and ICT in consistency with WHO rules and regulations. The Operations Officer provides overall coordination of administrative and support services to the WHO Country Management Support Unit and ensures the provision of the full range of services covering all end-to-end processes to be implemented in and outside GSM. The incumbent sets processes to maximize the WCO performance in operations demonstrating capacity for innovation and creativity. He/she provides advice to the Country Office Management on adjustment of operations, considering changes in the operating environment as and when needed. The Operations Officer will be accountable for fiducial integrity of WHO’s funds and assets. He/she will ensure efficient, cost-effective and transparent utilization of resources. He/she will support and contribute to resource mobilization.

These duties are generic and may vary from one Country Office to another.

 Coordinate and provide timely and authoritative advice on all aspects of operations (finance, budget, procurement, human resources, ICT, assets and inventories, travel and meetings, administration and logistics, work planning and programme management), Specifically:

• Strategic and efficient management of financial resources, establishment of strong financial controls and implementation of financial policies, rules and regulations;
• Manage and monitor the budget process;
• Oversee country office cash management processes and payments; timely accounting and reconciliation of all transactions, security for cash assets on site, in coordination with the GSSC;
• Oversee country office compliance with rules and regulations in procurement and contract management strategies;
• Manage WHO assets, facilities and logistical services;
• Coordinate and plan the administrative running of conferences, workshops and meetings;
• Ensure compliance with human resources policies and strategies; support management in ensuring optimal staffing in line with approved human resources plans;
• Constant monitoring and analysis of the operating environment, quick readjustment of the operations, advice on legal considerations and risk assessment and mitigation.

 Serve as the focal person for office management indicators; ensure operational reporting requirements are fully met;

 Act as focal point for internal and external audits; ensure implementation of audit recommendations; establish relevant internal controls; develop training activities to ensure effective operational performance and efficiency;

 Shape policy formulation in the area of operations through advising on the applicability of new policies at the country level; provide substantive feedback and recommendations on the improvement of systems and internal controls;

 Lead the operations team by establishing annual work plan; set objectives, performance indicators and expected results; build capacity through coaching and mentoring in all aspects of operations management;

 Support technical staff in providing financial reports to donors; liaise with technical staff in ensuring timely and accurate reporting by Ministry of Health and other Government partners, on funds advanced under the Direct Financial Cooperation mechanism. Coordinates with technical staff on reports on funds advanced to implement programme activities under the Direct Implementation mechanism;

 Prepare regular management reports on implementation of WCO workplans including contribution to the preparation of statutory reports;

 Provide operational support to emergency preparedness and emergencies including implementation of “Surge Capacity”. Inform and update all staff members in the country office on security related issues and emergency operations;

 Efficient implementation of security measures mandated in the overall Security Plan and/or agreed in the Security Management Team;

 Develop and maintain Business Continuity Plan for the country office;

 Network and build strong partnerships internally within the Organization and externally with vendors and other service providers to ensure efficient operations;

 Play a leadership role in the UN inter-agency Operations Management Team representing WHO and providing inputs to attain efficiencies and effectiveness towards One UN initiative and reforms;

 Perform any other duties as assigned by the supervisor.

Essential: Master’s degree in Accounting, Business Administration, Financial Management or related field or Public Health.
Desirable: Professional certification in accounting (CA, CPA, etc.).

Essential: At least 7 years of professional experience in finance, budgeting, accounting, administration, programme management, Human Resources Management, Procurement and/or Travel.
Desirable: Professional certifications in Finance, procurement or HR. Good knowledge of WHO programme management and end-to-end business processes as designed in the Global Management System; Experience in project management, ideally in the UN System and/or a public health context; Good knowledge of GSM System or similar ERP Systems; Experience with staff training in the use of management information systems.
Functional Skills and Knowledge

• Good knowledge of WHO Results-Based Management framework and related business processes;
• Strong expertise in accounting, budget and finance;
• Knowledge of Oracle projects and Oracle Financials or similar ERP applications and systems;
• Sound knowledge of the Organization’s policies and practices, as well as project management principles and their application;
• Strong managerial expertise;
• Ability to act independently and exercise sound judgement;
• High level of organizational and analytical ability, combined with good oral and written communication skills;
• Proven ability to maintain and establish excellent interpersonal working relations and to work with competing priorities under pressure.
• Excellent knowledge of Microsoft applications (e.g. Excel, Word, PowerPoint, etc) with an emphasis on Excel or a similar workbook application

WHO Competencies
1) Communicating in a credible and effective way
2) Producing results
3) Moving forward in a changing environment
4) Ensuring the effective use of resources
5) Promoting WHO's position in Health leadership
Use of Language Skills
Essential: Excellent knowledge of English

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 73,516 (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. Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.

• This vacancy notice may be used to fill other similar positions at the same grade level
· Only candidates under serious consideration will be contacted.
· A written test may be used as a form of screening.
· 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.
· For information on WHO's operations please visit: http://www.who.int.
· WHO is committed to workforce diversity.
· 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.

About WHO

We are building a better, healthier future for people all over the world.

Working with 194 Member States, across six regions, and from more than 150 offices, WHO staff are united in a shared commitment to achieve better health for everyone, everywhere.

Together we strive to combat diseases – communicable diseases like influenza and HIV, and noncommunicable diseases like cancer and heart disease.

We help mothers and children survive and thrive so they can look forward to a healthy old age. We ensure the safety of the air people breathe, the food they eat, the water they drink – and the medicines and vaccines they need.

Our primary role is to direct and coordinate international health within the United Nations system.

Our main areas of work are health systems; health through the life-course; noncommunicable and communicable diseases; preparedness, surveillance and response; and corporate services.