Business Operations Associate

World Health Organization

Sofia, Bulgaria

Experience: Atleast 8 years

Skill Required: Administration

OBJECTIVES OF THE COUNTRY OFFICE

The WHO country office works with the National Authorities to achieve the highest standard of health as a fundamental human right, based on equity and on SDGs principle of leaving no one behind. WHO actions are engrained in the WHO 13th General Programme of Work with its 3 prong objectives of promoting healthier populations, keeping the world safe through addressing health emergencies, and protecting the vulnerable through Universal Health Coverage. WHO's mandate revolves around six core functions: (i) providing Global Health leadership; (ii) shaping the health research agenda; (iii) setting norms and standards; (iv) articulating evidence-based policy options; (v) providing technical support to countries; and (vi) monitoring and assessing health trends. The WHO Country Office is an integral part of the WHO Regional Office for Europe. Its main role is to facilitate and coordinate all WHO activities at country level and to implement the European Programme of Work 2020–2025 –“United Action for Better Health in Europe” which sets out a vision of how the WHO Regional Office for Europe can better support countries in meeting citizens’ expectations about health.

WHO at country level delivers this through practical, actionable and country focused solutions to health challenges, keeping in perspective that achieving health and well-being is a whole-of-society endeavour; This is done through facilitating the implementation of the Biennial Collaborative Agreement with the country and its corresponding workplan. The WHO Country Office maintains good working relations and ensures information exchange between the country and WHO, policy and strategic guidance on Health issues to all national and international partners in the country, provision of direct technical expertise when needed and aims at more community engagement and participation, and to promote health equity.

DESCRIPTION OF DUTIES

Summary of Assigned Duties:

Within the Country Office and reporting to WHO Representative/Liaison Officer, the incumbent provides a wide range of specialized support and coordination services in the day-to-day financial, human resources, procurement and administrative-related operations, as well as a variety of country specific tasks, serving as focal point for local authorities and UN-related committees in the country, as appropriate.

Under the supervision of the WHO Representative, the incumbent is assigned all or part of the following responsibilities:

  • Provide support and input to the WR/ Liaison Officer on planning, resource allocation and financial management, human resources, procurement and general administration and coordination.
  •  Provide support to the WR/Liaison Officer, on preparation and regular monitoring of the office running costs budget, monitoring of the Management and Coordination workplan, ensuring sufficient budget and cash flow to cover recurring costs as well as necessary one-time investments to facilitate smooth operations in a safe and secure office environment.
  • Provide administrative support to the operational planning and development of projects and work plans and assist the WR as required along the life-circle of the project(s).
  • Verify obligating documents, cross-checking relevant information available from GSM or other on-line systems, ensuring the availability of funds, updating files, and transferring funds as instructed or as delegated; clearance of obligating documents, checking them for completeness, and following-up on missing elements as required.
  • Maintain e-Imprest and local bank accounts.
  • Verify expenditures to comply with work plans, financial rules and regulations and award agreements. Support the WR in coordinating the mid-term reviews and the end of year of biennium closure exercise for the Country Office. Prepare routine and ad hoc financial reports using GSM and other related sources of information. Support the WR or relevant Technical Officer/NPO with donor reporting as and when needed.
  • Screen and review various HR contractual materials, prepare appropriate draft contracts for individuals such as, consultants' contracts/SSAs, and other contingent staff contract modalities.
  • Support the WR in coordinating and follow-up on the country office's HR-administrative issues ensure proper management of the HR Plan/HR Action Plan within the workplan. Monitor the staffing level of the country office, keeping track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contracts and ensure that the renewal of contracts for staff are carried out in a timely fashion and updated accordingly. Take an active part or actively assists the WR in selection processes, onboarding and briefing of new staff including necessary actions in GSM. Draft and circulate for approval the necessary paperwork for HRS to take action on staff contractual and other matters.
  • Initiate, check, and follow up on purchase requisitions for procurement of goods and services that are required for the implementation of WHO health projects in the country office. Initiate procurement actions such as: conduct basic market research, prepare tenders, evaluate offers, participate in vendor selection, negotiate with local suppliers (price, deadline, payment terms), ensure smooth delivery, assist responsible officers in contract management, help timely receipts and payment, and report on fixed assets in close collaboration with relevant colleagues.
  • Act as focal point for asset management and assist in tracking, reporting, verification and related FA processes.
  • Draft routine and non-routine correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned; drawing the WR/s attention to urgent items and deadlines.
  • Serve as focal point for the organization of meetings in the Country Office as needed. Contribute to the organization of large-scale, high-level, international meetings relating to the work of the Country Office and coordinating logistics for both on and off-site meetings.
  • Act as leave administrator for all staff in the country office and supervise other administrative staff, when applicable.
  • Supervise assignment and schedule of driver, monitor transport requirements of the office, review overtime, monitor vehicle maintenance schedule through WHO Fleet Management System, when applicable.
  • Participate in UN-related committees in the country, such as Operations Management Team, salary surveys, rental surveys and serve as the UN ICSC Focal Point, carrying out DSA surveys. Under delegation, liaise with UNDSS on security matters.
  • Serve as focal point for local authorities, initiate VAT reclaim and perform VAT reconciliation exercises according to WHO rules and regulations.
  • Where requested by the WR, support the preparation of press releases, presentations, media materials (including social media), etc.
  • Perform other related duties as required or instructed, including providing support to other areas of work as assigned within the general remit of this position.

REQUIRED QUALIFICATIONS

Education

  • Essential: Completion of secondary school or equivalent.
  • Desirable: Relevant higher education or post-secondary training courses in office, accounting and/or management related areas.

Experience

  • Essential: At least 8 years of progressively responsible experience in the secretarial/administrative field.
  • Desirable: Demonstrated experience in an Oracle-based or other ERP system. Demonstrated experience in an international environment or institution. Relevant experience with(in) WHO or in the UN.

Skills

  • Strong organization and office skills, as well as skills in note taking and minutes writing. Strong skills to work independently. Sound knowledge and skills in using a variety of office and computer packages. Ability to multitask and work under pressure, in a fast-paced environment. Ability to identify and manage one's own emotions, as well as helping others to do the same.

Use of Language Skills

  • Essential: Intermediate knowledge of Local language.
  • Desirable: Intermediate knowledge of French Russian and/or German.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403378