OBJECTIVES OF THE PROGRAMME
To lead and support the Regional Director on policy and managerial matters, coordinate the work of the Regional Director with all levels of the organization and all technical departments. To oversee the work of the Regional Director's office, plan and implement RDO activities under the leadership of Regional Director. To lead and bring together the managerial, planning and technical work in EMRO and sum it up for the decision of the Regional Director as well as making sure that the decisions of the Regional Director are implemented. To lead EMRO transformation efforts and aligning it with GPW13 transformation agenda. To lead the governing bodies function in ensuring that all governing bodies' functions are carried out according to the stipulated governance procedures. To supervise RDO, corporate services of Country Focus Support (CFS); Sustainable Development Goals (SDGs), Gender, Equity and Human Rights (GER); Governing Bodies (GBS); Language Services (LNG) and Transformation.
DESCRIPTION OF DUTIES
1) MANAGEMENT OF THE OFFICE OF THE DIRECTOR:
- Assist in all confidential matters of the Department;
- Manage the Departmental internal and external communications flow on all issues and develop and maintain follow-up systems/mechanisms to monitor administrative work progress and Department submissionsโ deadlines;
- Develop administrative capacity within the Department by ensuring that:
1) new staff are properly oriented;
2) guide, train and coach team members across the full range of departmental support functions.
The incumbent will train and coordinate other training opportunities in the Department;
- Follow-up with technical staff to ensure implementation of decision and resolutions of Reginal Cabinet Meetings, Regional Committees, Executive Board and World Health Assembly;
- Prepare action points of departmental meetings, circulate to all staff and ensure implementation of these decisions
- Bring to the attention of the Director any problems with regard to staff performance and attendance as well as implementation of decisions.
2) SUPERVISORY ROLE:
-Plan and organize administrative work within the Department, distribute assignment to other support staff in an equitable manner, ensure proper coverage during leaves and absences in coordination with respective Regional Advisors and supervisors;
- Arrange regular departmental meetings for administrative staff; and,
- Update staff of new developments and procedures.
3) MONITORING OF HR MATTERS:
Work closely with the Administrative Assistant on the liaison with HRS on the necessary actions for the recruitment of staff in the department:
o Support the director on the shortlisting process including guidance on STELLIS for all positions
o Prepare and recommend the final list for approval of the Director for GS level posts
o Act as a member of interview panel for GS positions
o Liaise with HRS on the finalization of position descriptions when submitted for technical review.
4) COMPLIANCE, RISK MANAGEMENT & QUALITY VALIDATION
- Act as the department compliance and risk management focal point (jointly with designated P-staff)
- Review administrative compliance and carry-out quality check of Department's administrative documents, to ensure adherence to WHO rules and policies;
- In the context of the GSM and e-workflows, act as first level approver/reviewer and validate information and attachments. Identify discrepancies and recommend appropriate options/solutions to originators;
- Review and analyze the compliance monthly dashboard/cockpit of the department, circulate it to all staff with supporting reports (including PMDSs, TRs, leaves, awards, donor reportsโฆ etc);
- Create the Risk Register for the department on annual basis, and regularly update data on the cockpit tool;
-Upload all needed documents, update and address all issues related to the โPeriodic Attestationsโ on the compliance cockpit; and,
-Complete the Internal Control Framework Assessment checklist for the department on a yearly basis, and address any surveys/questionnaires related to it; and to the risk and compliance assessment.
5) PROGRAME MANAGEMENT, BUDGET AND FINANCIAL
- Act as focal point for administrative matters related to operational planning, implementation, monitoring and reporting;
- Coordinates the administrative process of the divisional submissions for planning, mid and end-term reporting and other adhoc office-wide exercises such as corporate funding requests, funding forecasting etc.;
- Monitor and follow-through with relevant staff in the department to ensure that award management actions (e.g. AAR, AMR, ADR, planned costs, award budgets) are implemented timely;
- Supports the Director in preparing donor proposals and reports in term of quality check and preparation of human and financial resources breakdown. Monitors reporting deadlines to donors and follow-through relevant staff as required.
- Request and collate inputs from relevant staff, and draft briefing and summaries/reports as required;
- Responsible for ensuring all the HR actions, are in compliance with approved HR plan, including:
o generate reports and performs initial analyses, for various HR review exercise;
o liaise with PME, HRs and BFU colleagues as needed; and
o in coordination with the Programme Management Officer, provide advice regarding amendments proposed to be made to the HR plan.
6) OTHER DUTIES
Perform other relevant duties within the scope of responsibility as required.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary education supplemented by training in related administrative fields.
Desirable: University degree in business administration, social sciences, or related field is an asset.
Experience
Essential: At least ten years' progressive experience in programme administration and management.
Desirable: Previous related experience within a UN/international organization.
Skills
โข Excellent time management and stress management skills.
โข Ability to lead, direct and manage a team.
โข Demonstrated ability to work harmoniously with multi-cultural staff.
โข Excellent communication skills and analytical skills.
โข Thorough knowledge and the ability to apply WHO/UN rules, manuals, practices, procedures and WHO Style Guide as applicable to the administrative level.
WHO Competencies
Teamwork
Respecting and promoting individual and cultural differences
Communication
Moving forward in a changing environment
Producing results
Creating an Empowering and motivating environment
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of Arabic.
Desirable: Intermediate knowledge of French.
Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)
- Proficiency in Microsoft Office applications.
- Demonstrated ability to operate Enterprise Resource Planning (ERP)/Oracle systems an asset.
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 EGP 775,021 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
ADDITIONAL INFORMATION
This vacancy notice may be used to fill other similar positions at the same grade level. Interested candidates are strongly encouraged to apply on-line through Stellis. For assessment of your application,ย please ensure that:ย1 -Yourย profile on Stellis is properly completed and updated.
2-ย All required details regarding your qualifications, education, training and experience are provided under relevant sections.ย
3- Your experience records are properly entered with elaboration on tasks performed at the time.
ย
Enhanced WHO Global Competency Model:
https://www.who.int/publications/m/item/enhanced-who-global-competency-model 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. 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 toreasonableaccommodation@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. WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco. For information on WHO's operations please visit: http://www.who.int. 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. This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station. In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click this link for detailed guidance on completing job applications: Instructions for candidates