Administrative Associate (Administration) – (2101167)
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): 2 years
Job Posting: Mar 21, 2021, 3:15:57 AM
Closing Date: Apr 10, 2021, 3:59:00 PM
Primary Location: Nepal-Kathmandu
Organization: SE_NEP WR Office, Nepal
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.
OBJECTIVES OF THE PROGRAMME
The objective of the WHO Nepal Country Office is to implement the Country Cooperation Strategy by supporting the Nepal Government in the formulation, implementation and evaluation of national health policies, strategies and plans and developing and managing WHO’s technical cooperation programmes at the country level. WHO provides guidance and technical support in organizing the humanitarian health response and in revitalizing the capacity of the health sector to rebuild and recover from emergencies in appropriate and sustainable ways. The Country Office develops collaboration with the Government of Nepal and relevant stakeholders in support of their efforts of achieving national health goals; of ensuring the attainment of universal health coverage and of contributing to global and regional public health action by providing need-based technical assistance in national level policy formulation, setting norms and standards, improving knowledge dissemination and management, monitoring country health situation and building sustainable institutional capacity, to play a greater leadership role in different national level policy and technical forums. Within this framework, the immediate Unit, Administration’s objective is to facilitate programme delivery by providing timely managerial and administrative services to programme delivery collaborators, staff and consultants in all aspects of administrative and financial operations including budget and finance, human resources, fellowships, procurement, travel, ticketing and transportation, logistics, building management, safety and security of staff, information technology including GSM operations, telecommunications and Protocol. Furthermore, to provide accurate guidance, information and practices which lead to full compliance and accountability with the Organization’s established rules and regulations. This specific position will co-ordinate and deliver a full range of administrative support services in the WCO Nepal office.
DESCRIPTION OF DUTIES
Under the direct supervision of the Administrative Officer (AO) and overall guidance of the WHO Representative (WR), the incumbent will provide overall administrative support services to World Health Organization Country Office, Nepal and assist in management as follows:
1. Assist in administrative activities related to office renovation/maintenance of premises in WCO and project office and field office. Assist in developing Standard Operating Procedure (SOP) in the area of administration and coordinate in updating the existing administrative Standard Operating Procedures (SoPs). Assist in preparing Long Term Agreement (LTAs) and annual maintenance contracts for various services required in (WHO Country Office (WCO);
2. Assist to act as liaison with UNDP/UN common services and represent (in the absence of AO) UN House board meeting and brief AO, WR on the meeting outcome, as required;
3. Assist in clearing the household goods and personal effect of WHO international staff, initiate the necessary documentation for visa extension of international staff and their dependents;
4. Provide administrative support for conducting international workshop/meeting/seminar and advocacy events, by finalizing venue arrangement in coordination with programme team, event manager and timely action for travel arrangement of official nominees/invitees to various WHO organized events and facilitate in visa (if required);
5. Facilitate in arrival and departure of VIPs, WHO dignitaries, as required, in close coordination with Ministry of Health and Population (MoHP) and Ministry of Foreign Affairs (MoFA);
6. Supervise the vehicle document (bluebook, log sheet, air pollution checks etc.) and necessary items/management tool kept in the vehicle e.g. first aid kit. Prepare and update vehicle history record, maintenance record, fuel consumption report, vehicle insurance report, vehicle condition report and vehicle accident report on monthly basis. Prepare maintenance schedules and agreements and effective monitoring tools to track vehicle services quality and operationality;
7. Custodian for management of office supplies including maintaining of stock, distribution required by staff and keeping a log of distribution. Process of WHO equipment for auction in consultation with the Procurement Associate; and
8. Support to organize of procurement processes including preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of Purchase Orders (POs).
9. Serve as the Agency’s Security Focal Point (ASFP), disseminate security related information/advisory, Standard Operating Procedure to country staff and field staff in a timely manner, providing security briefing to new national and international staff, visitors, consultants, monitoring/controlling WHO staff and SSA holders’ movements in the field;
10. Maintain and update the database of WHO officials for safety and security purpose. Timely follow up with staff and non-staff for accuracy of their information in the database and process for issuance of ID cards;
11. Assist in developing fire safety plan to provide information and procedure to protect from fire hazards, evacuation and maintenance;
12. Assist in conducting house assessment (international staff) and advise security measures to enhance their residential security. Prepare security incidents report affecting staff/non-staff, offices and assets;
13. Represent and maintain regular contact to United National Department of Safety and Security (UNDSS) for the security related update and assistance; and
14. Perform any other job as assigned by the supervisors.
Essential: Completion of secondary school education.
Desirable: Training certificates and/or courses in administration and University degree would be an asset.
Essential: At least 8 years’ progressively responsible experience in administrative management work.
Desirable: Relevant working experience with WHO and/or other UN agencies would be an asset.
1. Thorough knowledge of WHO Admin Rules, Regulations and procedures and GSM usage in Admin Modules.
2. Good knowledge of computer applications and software including MS Office applications (specifically excel, word and ppt.).
3. Ability to draft reports/correspondence concisely and clearly, etc.
4. Ability to maintain good working relationships.
2. Respecting and promoting individual and cultural differences
4. Producing results
Use of Language Skills
Essential: Expert knowledge of English. Reasonably good knowledge of local language.
WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at NPR 1,412,494 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
- 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 gender parity and workforce diversity. Applications from women and candidates from disadvantaged and socially excluded groups are particularly encouraged.
- WHO’s workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
- WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
- This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station
How To Apply:
To apply for this job please visit careers.who.int.