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. The 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 Administrative Services and Conferences (ASC) unit is to deliver efficient, cost effective and responsive support through a service-oriented approach for the day-to-day operations of EURO.
Responsibilities include: Infrastructure -premises & facilities, office space, asset management; Logistics - travel, transport, mail & shipment, conferences, printing, records; Administrative services - office supplies, records, protocol, privileges, and security.
DESCRIPTION OF DUTIES
- To provide administrative and secretarial support to activities related to conference and printing services within the remit of the Administrative Services and Conferences Unit. Under the broad guidance of the Regional Admin Services Manager and supervision of the Operations Officer, the incumbent will:
- Assist with the monitoring and progress review of the relevant workplan tasks and awards, expenditure and funds available; assist by running ad hoc fund checks and reporting periodically to supervisors on use of financial resources.
- Process procurement requests for conferences and printing expenses as well as for items and services needed, process payments and monitors expenditure. Process back-charging for conference and printing services provided to WHO divisions/units.
- Check the relevant generic inboxes and refer any relevant emails to the respective team members and reply to routine requests; maintain a tracking tool to record all incoming and outgoing correspondence and file correspondence electronically as appropriate
- Maintain filing system of various planning documents related to conferences and printing services, keep a tracking system to monitor activities, keep overview of deadlines for different activities and/or projects
- Advise WHO and other UN agencies personnel on internal procedures and guidelines regarding meetings held in WHO managed conference facilities. Perform administrative and logistical duties relating to the coordination of conferences, including but not limited to: monitoring and approving bookings for WHO managed meeting rooms; coordinating with conference team and/or movers to ensure the desired room layouts and any other logistic issues arising thereby; handling access badges for meeting participants; liaising with catering, cleaning and other services
- Prepare invoices to UN City agencies and/or external partners for provided conference and/or printing services, follow up with customers to ensure funds are received timely, liaise with finance regularly to ensure correct and updated records For WHO meetings at UN City, facilitate booking and optimal coordination of overall logistics, including booking of meeting rooms not managed by WHO, liaising with Unit members for services such as printing, hotel accommodation, travel support, transportation, etc.; acting as WHO focal point for meeting badges, catering, cleaning and moving services, including processing requests, reviewing payments and liaising with technical units and service providers
- When assigned by supervisors, provide assistance to related administrative and logistics arrangements of other WHO high-level meetings and/or Regional Committee Make arrangement for supervisor and team members 'duty travels, prepare travel requests, booking and assist with travel claims
- Keep an update list of assets used by the conference and printing services team members
- Provide backup support within the unit and/or perform other duties as required or assigned by supervisors.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education.
Desirable: University degree is an asset.Experience
Essential: Minimum five years' experience in administrative services work.
Desirable: Relevant experience working in WHO or the UN system. Experience in administrative support services in an international office complex environment. Experience in meetings and events.Skills
Essential:
- Competence in Microsoft Word, PowerPoint, Excel, email, and SharePoint. Very good skills in managing and processing data.
WHO Competencies
Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Producing results
Use of Language Skills
Essential: Expert knowledge of English.
Desirable: Expert knowledge of Danish. Intermediate knowledge of French, Russian, German.
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 DKK 344,273 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.