Officer, Facilities and Operations

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.

OBJECTIVES OF THE PROGRAMME

The GMC Cluster supports WHO’s regional and country operations through coherent administrative, logistical, and operational frameworks, and application of the best practices in the areas of the Cluster's overall responsibility.

Through an integrated service delivery model, including a dedicated support hub, the Cluster supports country offices and the regional office, enhancing operational efficiency, consistency and responsiveness across the Region.

The overall objective of OSS is to provide operational services, including administrative, and logistical support, to the regional office.

DESCRIPTION OF THE DUTIES

1. Supervises with input from GMC the respective sub-units within the Operational and Support Services (OSS): Conference, Protocol & Office Supply, Facilities Management, Administrative Office, Registry and Fleet Management.
   With input from GMC provides guidance and technical input, management of staff, advises on interpretation of Manual provisions and relevant rules and regulations; proposes objectives and coordinates planned implementation.

2. Monitors OSS workplan in close collaboration with GMC Office and budget implementation and proposes any adjustments and technical advice.

3. Undertakes appropriate monitoring and proposes designs to implement appropriate safeguards to ensure the integrity and safety of essential building services and systems.

4. Provides input to the review of global policies and procedures around administrative services.
   In collaboration with GMC aligns regional facilities operations with WHO and UN policies and procedures.

5. Proposes designs and implements approved premises and operations risk management strategies.

6. Manages and coordinates the provision of subcontracted services within the regional office, ensuring compliance with relevant WHO standards.

7. Ensures that appropriate insurance to safeguard the regional office property are put in place.

8. Oversees the RO’s fleet and vehicle management, ensuring implementation of WHO Fleet System, promoting Road Safety and best practices for efficient and cost-effective management.

9. Specifies and drafts requests for proposals regarding contracts and subcontracts for various outsourced services, monitors service level agreements, supervises and manages the subcontracts.

Overall, the role will:

⦁ Contributes to ensuring that the Operational Support Services have a staffing that is fit for purpose taking into account available resources.
⦁ Promote simplification and efficiency, adequate risks management practices, transparency, and accountability.
⦁ Promote use of digital means and innovation and keep up to date with latest technologies in the areas of work.
⦁ Maintains effective partnerships internally and externally to support the achievement of results.
⦁ Promote a conducive work environment via appropriate duty of care mechanisms.

REQUIRED QUALIFICATIONS

Education

Essential: First University degree in Business Administration, Finance, Law, Economics or related filed.
Desirable: Training or certification in engineering, project management (Prince II or equivalent).

Experience

Essential:

At least five years of relevant professional experience in administrative and facilities management including supervision of multidisciplinary teams including considerable experience obtained in national and international contexts.

Desirable:

Experience in working within the UN, WHO or international Organizations.
Experience in contributing to renovation or maintenance projects.

Skills

• Sound knowledge of best practices and industry trends for procurement, contracting, logistics, property and asset management as well as general administration.

• Knowledge of the UN or WHO financial regulations and rules, as well as procurement manual and applicable policies and procedures.

• Proven experience in the application of policies and the delivery of services within tight deadlines

• Proven leadership and team management skills in a multi-cultural context; skills in internal customer relationship management.

• Solid knowledge of the principles in the delivery against service level indicators within an ERP environment in a large complex international organization

• Ability to identify operational issues and risk and propose practical solutions.

• Excellent analytical, negotiation and presentation skills.

• Emotional awareness;

• Ability to identify and harness one’s emotions and apply them to tasks; and the ability to manage emotions, which includes both regulating one’s own emotions when necessary and helping others to do the same.

• Experience in contributing to knowledge management and documentation of processes .

WHO Competency

1. Teamwork

2. Respecting and promoting individual and cultural differences

3. Communication

4. Ensuring the effective use of resources

5. Producing results

Use of Language Skills

Essential:

Expert knowledge of English and working knowledge of French. Both languages are interchangeable.

Desirable:

Intermediate knowledge of Portuguese.

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 71,335 (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 2,699 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

• Staff members who apply to this requisition and who have been or will be separated as a result of the 2025 Prioritization and Realignment Process will be given special consideration.

• 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 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 Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.

• WHO is committed to creating a diverse and inclusive environment of mutual respect. 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.

• 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 may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to reasonableaccommodation@who.int with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.

• 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.
  WHO also offers a 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. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
  For information on WHO's operations please visit: http://www.who.int.

• Staff members in other duty stations are encouraged to apply.
  Mobility is a condition of international professional employment with WHO and an underlying premise of the international civil service.

• Candidates appointed to a fixed-term position in the International Professional category (Grades P1-D2) are eligible for Geographical 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.

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