Management and Coordination Officer

OBJECTIVES OF THE PROGRAMME

The General Management Unit (GMU) has the overall responsibility for leading and coordinating the work of various Units within its Cluster such as Human Resources and Talent Management (HRT), Accounts and Finance Management (AFM), Contracting and Procurement Services (CPS), Compliance Team (COT), Operational Support and Services (OSS), Information Technology Management (ITM), Security Services (SEC), Prevention and Response to Sexual Exploitation Abuse and Harassment (PRSEAH), and Translation, Interpretation and Printing Services (TIP) in compliance with set procedures and ensuring integration and delivery of services.

DESCRIPTION OF DUTIES

Under the direct supervision of the Director, GMC, the incumbent will ensure efficient and effective coordination of the Office of the GMC by performing the following duties:

1. Manage the work of the Office of the Director, GMC, including overseeing all management and coordination activities. Assess inquiries directed to the Director and determine the proper course of action. Draft substantive correspondences for the Director’s review;

2. Act as focal point and source of information and communication for the Director, GMC; plan and develop a framework for the management and dissemination of information on administrative and operational activities of the Cluster;

4. Analyze information, identify priorities and initiate responses; coordinate with internal/external parties to ensure requisite and timely follow up on actions, monitor progress and provide regular updates to the Director;

5. Manage initiatives and priorities requiring the personal attention of the Director. Coordinate input as appropriate. Summarize data and key documentation. Prepare presentations for submission and approval;

6. Assist the Director in monitoring implementation of specific key initiatives and projects proactively drawing attention to areas of risk and suggest risk mitigation measures;

6. Manage the planning, preparation and logistics for the Director’s meetings and official missions, consult relevant parties to develop the agenda; prepare briefings and presentations for the Director’s use at meetings; participate at meetings in Brazzaville or other locations inside or outside the country as necessary and follow up with participants to ensure that action resulting from meeting decisions is taken within specified deadline;

7. Review and adjust budgetary projections and HR plan for the Unit. Analyze and adjust expenditure variances;

8. Maintain effective working relationships with GMC Units, Technical Clusters, Country Offices and other stakeholders to maintain a continuous flow of information and to ensure that the Director is kept informed with respect to current and emerging trends which may affect the work of GMC;

9. Coordinate with Programme Administrative Officers in the Technical Clusters as well as Operations Officers in the Country Offices for implementation of key initiatives such as KPIs, Delegation of Authority, Audit implementation, Risk management project etc.;

10. Maintain the GMC project log, monitor projects timelines and highlight delays for Director’s attention and action;

11. Support and guide the work of the Administrative Assistant in the GMC team.

REQUIRED QUALIFICATIONS

Education

Essential: University Degree in public or business administration, economics, social sciences or related field.

Desirable: Training in management, business administration or project management would be an added asset.

Experience

Essential: At least 2 years of relevant experience in efficiently and effectively supporting and managing the administrative and operational activities of an executive office.

Desirable: Additional years of proven experience in responsible roles involving the application of administrative and management principles and practices within the United Nations system.

Skills

Ability to multi-task and complete assignments with efficiency, adhering to deadlines and emergency/shifting priorities;Documented ability to effectively and efficiently provide administrative and operational support to an executive level office.Excellent planning and organizational skills with a confirmed ability to switch priorities at short notice, as and when required;Ability to act independently and exercise mature judgment;Very good analytical and conceptual skills with ability to think beyond boundaries;Excellent drafting and editing skills ;Strong communication and interpersonal skills to enable effective interaction and collaboration with staff at all levels, across all departments, and with varying cultural backgrounds, as well as an ability to exercise tact and discretion at all times

WHO Competencies

Producing results

Ensuring the effective use of resources

Communication in a credible and effective way

Fostering integration and teamwork

Use of Language Skills

Essential: Fluent in English or French and a very good working knowledge of the other.

Desirable: Portuguese would be an asset.

REMUNERATION

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 50,377 (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, and currently amounts to USD 2212 per month for the duty station indicated above. Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.

ADDITIONAL INFORMATION

• 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 and/or an asynchronous video assessment 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• Staff members in other duty stations are encouraged to apply.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (

https://www.who.int/careers/diversity-equity-and-inclusion

) are strongly encouraged to apply.

Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to

reasonableaccommodation@who.int

• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• Mobility is a condition of international professional employment with WHO and an underlying premise of the international civil service. 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.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• *For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220.
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