OBJECTIVES OF THE PROGRAMME
The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, safeguarding personnel and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. Theย BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal changes. The division projects are designed to increase productivity, ensure financial sustainability of the region's structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being.The purpose of the Information and Communications Technology (ICT) Unit is to champion and implementforward-thinking, cost-effective digital and technological solutions across the WHO European region, including country offices and geographically dispersed offices, as well as to the UN City located in Copenhagen, Denmark. ICT is committed to ensuring robust connectivity, quality equipment, advanced software solutions, and the safeguarding and accessibility of data. ICT is dedicated to providing exceptional support to all users, empowering a digitally-optimizedWHO to achieve its strategic goals. Additionally, ICT provides connectivity, communication technology, and client support to the staff of the organizations housed within the UN City, facilitating a collaborative, efficient, and secure UN ecosystem.
DESCRIPTION OF DUTIES
The purpose of the position is to deliver comprehensive administrative, financial, operational support and project management to ICT operations across the Regional Office, country Offices, Geographically Dispersed Offices and UN City. This role ensures that ICT unit adheres to WHO's administrative policies, meets critical deadlines and operations efficiently, contributing to the delivery of high-quality ICT services and the effective implementation of ICT initiatives.
Under the guidance of the Regional ICT Manager, the incumbent assumes a critical role in managing financial and operational activities to ensure the efficient functioning of the ICT Unit. Key responsibilities include:
Financial Management
Tracks the financial execution of the ICT Unit work plan to ensure tasks are implemented within budget and on schedule. Regularly reviews budget expenditures and encumbrances, initiating appropriate actions to ensure funds are available and financial commitments align with work plan objectives. Processes advanced and back charges for ICT services and cloud-relatedcosts across HQ, Regional Office divisions, units, Country Offices, and Geographically Dispersed Offices. Prepares background materials to assist in the planning, implementation, and monitoring of ICT activities. Drafts Agreements for Performance of Work (APWs), manages consultant, intern, and temporary staff contracts, and ensures compliance with WHO procurement policies.Procurement Planning and Implementation
Prepares the biennial ICT procurement plans for UN City and WHO/Europe, including detailed budget calculations and schedules, in collaboration with the ICT Manager. Tracks the implementation of procurement plans, monitors contract validity, and ensures timely contract renewals to avoid service disruptions. Obtains supplier quotations, creates purchase requisitions, tracks approvals in the system, and ensures timely processing of approved purchase orders. Prepares documentation for Contract Review Committee (CRC) submissions and external tenders, including Requests for Proposals (RFP), Requests for Quotations (RFQ), and Invitations to Bid (ITB). Provides insights to the ICT Manager regarding supplier reliability, performance, and compliance. Maintains regular contact with suppliers and advises ICT staff and business owners on the supplier selection process.ยAdministrative and Logistical Support
Arranges logistics for ICT-related meetings, working groups, seminars, training sessions, and workshops, both in-house and externally. Maintains an organized filing system for technical documents, correspondence, and ICT-related records. Coordinates duty travel for ICT Unit staff, including preparing travel authorizations, reviewing flight options and costs, and managing accommodation arrangements. Acts as the ICT Unit's Leave Administrator, providing guidance on WHO rules and procedures related to leave and absences.ยProject Management, End-User Training and Operational Coordination
Assists in planning, tracking, and monitoring ICT projects to ensure alignment with work plans and timelines. Takes detailed notes during Digital and Technology Steering Committee meetings, prepares and circulates reports, meeting minutes, and tracks follow-up actions. Assists in organizing online, end-user training sessions to upskill the WHO/Europe workforce with new digital skills.ยManagerial Assistanceย
Provides direct support to the Regional ICT Manager by managing schedules, coordinating tasks, and ensuring timely follow-ups on key activities. Organizes internal and external meetings, prepares agendas, takes notes, and ensuresfollow-up actions are tracked and completed. Assists in preparing reports, presentations, and briefing materials to support ICT planning and decision-making. Manages correspondence, maintains records, and ensures smooth day-to-day operations of the ICT Manager's office.REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school or equivalent.
Desirable: Additional relevant higher school education and procurement training.
Experience
Essential: A minimum of 6 years' considerable and progressively responsible experience in the administrative field
Desirables:
Experience in financial and administrative processes.ย
Experience with digital tools such as SharePoint.
Skills
Proficiency in the use of standard office computer software, note-taking and operation of computerized systems and databases.
Ability to identify and manage one's own emotions, as well as helping others to do the same.
WHO Competencies
Teamworkย Respecting and promoting individual and cultural differences Communication Moving forward in a changing environment Producing resultsUse of Language Skills
Essential: Expert knowledge of English.
Desirables:
Intermediate knowledge of French. Intermediate knowledge of Russian Intermediate knowledge of German.ย Intermediate knowledge of Turkish.REMUNERATION
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 USD 22,728 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.