Management and Administration (MGA) Lead,
Brazzaville
WHO - World Health Organization
Closing date: Tuesday, 25 September 2018
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Management and Administration (MGA) Lead, P-4 (multiple duty stations - (1804435)
Grade: P4
Contractual Arrangement: Fixed-term appointment
Contract duration: 12 months
:
Job Posting
: Sep 12, 2018, 12:06:15 PMClosing Date
: Sep 26, 2018, 5:59:00 PMPrimary Location
: Congo-BrazzavilleOrganization
: AF/WHE WHO Health Emergencies Programme (WHE)Schedule
: Full-time
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.
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1. Background and Justification
* Purpose of the Position
In the context of the WHO Health Emergencies Programme, the incumbent will have front line responsibility for managing, and coordinating services provision in some or all of the following areas: human resources management, preparation and oversight of plans and budgets for the emergency prevention, preparedness, recovery and response plans of work, management of finances, office premises, procurement, security compliance, and information technology. The incumbent will be deployed to emergency operations when required.
Objectives of the Programme and of the immediate Strategic Objective
The Mission of the WHO Health Emergencies Programme (The Programme) is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.
Organizational context (Describe the individual role of incumbent within the team, focusing on work environment within and outside the organization)
Reporting to the WHE Lead, and under the overall guidance of the Head, WHO Country office, and working closely with counterparts at the respective Regional Office and HQ, the incumbent will supervise the management and administrative activities within the emergency programme, at the country level, ensuring the overall compliance with the financial and administrative rules and emergency Standard Operating Procedures (SOPs). The incumbent will lead a team of administrative staff, will liaise with counterparts within the organization to ensure coordination and implementation of administrative services. In addition the MGS lead will liaise with other UN agencies, external vendors and other service providers to ensure efficient and smooth administrative services are maintained for the effective planning and rapid implementation of the emergency preparedness, recovery and response activities. The present position under WHE (which is a single programme across the Organization) may be relocated to another duty station, including at Regional or Country level, based upon the technical needs of the Programme.
Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected):
1. Plan, recommend and implement systems, norms and procedures, in compliance with existing policies and SOPs, for the administration monitoring, control and evaluation of human, financial and material resources processes within the incident management system.
2. Support planning processes, and formulate general and specific budgetary estimates for the emergency preparedness, response and recovery activities; ensure the management of funding allocations and awards; track and report on financing against budget; support, monitor and report on financial implementation in compliance with WHO rules, emergency SOPs and delegations of authority.
3. Provide managerial and administrative support in the implementation of the emergency operations through initiation of relevant proposals for all planned activities, in cooperation with the resource mobilization team, monitor and follow-up on donor proposals and reporting deadlines; ensure payments are made to support emergency programme plans and in compliance with rules and procedures.
4. Provide a range of human resources services, including forecasting future needs, coordinating/ facilitating rapid deployment of surge staff and international responders, sourcing, recruitment, medical clearance, travel to the relevant duty station, entry formalities, briefing and training, on-site administrative support, de-briefing and performance evaluations. Track and report on HR requirements against plans, status of filled positions/vacancies, in collaboration with the relevant Regional Office and/or HQ.
5. Manage procurement of services and all necessary supplies required for support of the emergency programme, track inventory, coordinate with logistics and HR to provide supplies and equipment to the local response team. Participate in local contract review committees and ensure best value for money in procurement practices as per the delegated authority. Ensure appropriate asset management; provide relevant reports to the management.
6. In case the Field Security Officer position is not established in the duty station, coordinate with the United Nations Department of Safety and Security (UNDSS) and the Regional Field Security Officer to ensure the safety of all WHO staff and responders, Minimum Operating Security Standards (MOSS) compliance, timely report on security related incidents, disseminate security and travel advisory information and arrange security briefings and training of staff.
7. As required, supervise Information Technology support services provided either by local Information technology technicians. Oversee the monitoring and assessment of end user support, management of the local office infrastructure.
8. Oversee and consolidate the replies to audit reports and comments, review and follow- up on any outstanding audit recommendations related to the different areas of management and administration.
9. Perform any other incident-specific related duties, as required by the functional supervisor.
2. Recruitment Profile Competencies: Generic
Describe the core, management or leadership competencies required. (See WHO competency model. List in order of priority, commencing with the most important ones)
1. Teamwork;
2. Respecting and promoting individual and cultural differences;
3. Communication;
4. Ensuring Effective Use of Resources
*Note: Position descriptions that possess supervisory/managerial responsibilities require one additional mandatory competency from the Management competencies: *“Creating an empowering and motivating environment.” In addition to the above mentioned mandatory competencies, the hiring manager can select one or two additional competencies (from the Core, Management or Leadership group) that are considered essential to successfully perform the functions of the position.
Functional Knowledge and Skills
* Describe the essential knowledge and the skills specific to the position
• Thorough knowledge of administrative and management principles and practices (including, but not limited to the areas of Human Resources, Finance, Budget, Procurement and Security).
• Excellent time management skills and the ability to work under pressure.
• Demonstrated ability to act independently and exercise sound judgement.
• Advanced leadership skills and proven ability to coach and motivate staff.
• Skills in programme formulation, design and research development an asset.
• Proven ability to translate requirements into workable solutions.
Education Qualifications
* Essential
Advanced university degree (Master’s level or above) in public or business administration, , finance or accounting, human resources management or other social studies from an accredited/recognized institute.
Experience
* Essential
At least seven years of relevant experience, combined at the national and international levels in management and administration, including supervision of staff. Experience in supporting emergency or health outbreak operations.
Desirable
Experience in developing countries. Prior humanitarian working experience at field level, with WHO, other UN agency, health cluster partners, recognized humanitarian organizations or with an international nongovernmental organization.
3. Use of Language Skills
Excellent knowledge of English or French with an intermediate knowledge of either of the two as second.
* Purpose of the Position
In the context of the WHO Health Emergencies Programme, the incumbent will have front line responsibility for managing, and coordinating services provision in some or all of the following areas: human resources management, preparation and oversight of plans and budgets for the emergency prevention, preparedness, recovery and response plans of work, management of finances, office premises, procurement, security compliance, and information technology. The incumbent will be deployed to emergency operations when required.
Objectives of the Programme and of the immediate Strategic Objective
The Mission of the WHO Health Emergencies Programme (The Programme) is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.
Organizational context (Describe the individual role of incumbent within the team, focusing on work environment within and outside the organization)
Reporting to the WHE Lead, and under the overall guidance of the Head, WHO Country office, and working closely with counterparts at the respective Regional Office and HQ, the incumbent will supervise the management and administrative activities within the emergency programme, at the country level, ensuring the overall compliance with the financial and administrative rules and emergency Standard Operating Procedures (SOPs). The incumbent will lead a team of administrative staff, will liaise with counterparts within the organization to ensure coordination and implementation of administrative services. In addition the MGS lead will liaise with other UN agencies, external vendors and other service providers to ensure efficient and smooth administrative services are maintained for the effective planning and rapid implementation of the emergency preparedness, recovery and response activities. The present position under WHE (which is a single programme across the Organization) may be relocated to another duty station, including at Regional or Country level, based upon the technical needs of the Programme.
Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives; include main achievements expected):
1. Plan, recommend and implement systems, norms and procedures, in compliance with existing policies and SOPs, for the administration monitoring, control and evaluation of human, financial and material resources processes within the incident management system.
2. Support planning processes, and formulate general and specific budgetary estimates for the emergency preparedness, response and recovery activities; ensure the management of funding allocations and awards; track and report on financing against budget; support, monitor and report on financial implementation in compliance with WHO rules, emergency SOPs and delegations of authority.
3. Provide managerial and administrative support in the implementation of the emergency operations through initiation of relevant proposals for all planned activities, in cooperation with the resource mobilization team, monitor and follow-up on donor proposals and reporting deadlines; ensure payments are made to support emergency programme plans and in compliance with rules and procedures.
4. Provide a range of human resources services, including forecasting future needs, coordinating/ facilitating rapid deployment of surge staff and international responders, sourcing, recruitment, medical clearance, travel to the relevant duty station, entry formalities, briefing and training, on-site administrative support, de-briefing and performance evaluations. Track and report on HR requirements against plans, status of filled positions/vacancies, in collaboration with the relevant Regional Office and/or HQ.
5. Manage procurement of services and all necessary supplies required for support of the emergency programme, track inventory, coordinate with logistics and HR to provide supplies and equipment to the local response team. Participate in local contract review committees and ensure best value for money in procurement practices as per the delegated authority. Ensure appropriate asset management; provide relevant reports to the management.
6. In case the Field Security Officer position is not established in the duty station, coordinate with the United Nations Department of Safety and Security (UNDSS) and the Regional Field Security Officer to ensure the safety of all WHO staff and responders, Minimum Operating Security Standards (MOSS) compliance, timely report on security related incidents, disseminate security and travel advisory information and arrange security briefings and training of staff.
7. As required, supervise Information Technology support services provided either by local Information technology technicians. Oversee the monitoring and assessment of end user support, management of the local office infrastructure.
8. Oversee and consolidate the replies to audit reports and comments, review and follow- up on any outstanding audit recommendations related to the different areas of management and administration.
9. Perform any other incident-specific related duties, as required by the functional supervisor.
2. Recruitment Profile Competencies: Generic
Describe the core, management or leadership competencies required. (See WHO competency model. List in order of priority, commencing with the most important ones)
1. Teamwork;
2. Respecting and promoting individual and cultural differences;
3. Communication;
4. Ensuring Effective Use of Resources
*Note: Position descriptions that possess supervisory/managerial responsibilities require one additional mandatory competency from the Management competencies: *“Creating an empowering and motivating environment.” In addition to the above mentioned mandatory competencies, the hiring manager can select one or two additional competencies (from the Core, Management or Leadership group) that are considered essential to successfully perform the functions of the position.
Functional Knowledge and Skills
* Describe the essential knowledge and the skills specific to the position
• Thorough knowledge of administrative and management principles and practices (including, but not limited to the areas of Human Resources, Finance, Budget, Procurement and Security).
• Excellent time management skills and the ability to work under pressure.
• Demonstrated ability to act independently and exercise sound judgement.
• Advanced leadership skills and proven ability to coach and motivate staff.
• Skills in programme formulation, design and research development an asset.
• Proven ability to translate requirements into workable solutions.
Education Qualifications
* Essential
Advanced university degree (Master’s level or above) in public or business administration, , finance or accounting, human resources management or other social studies from an accredited/recognized institute.
Experience
* Essential
At least seven years of relevant experience, combined at the national and international levels in management and administration, including supervision of staff. Experience in supporting emergency or health outbreak operations.
Desirable
Experience in developing countries. Prior humanitarian working experience at field level, with WHO, other UN agency, health cluster partners, recognized humanitarian organizations or with an international nongovernmental organization.
3. Use of Language Skills
Excellent knowledge of English or French with an intermediate knowledge of either of the two as second.
Working knowledge of another WHO official language would be an asset.
Other Skills (e.g. IT)
• Excellent knowledge of Microsoft Office applications
• Good general knowledge of enterprise resource planning systems.
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 71,332 (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 3353 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.
Other Skills (e.g. IT)
• Excellent knowledge of Microsoft Office applications
• Good general knowledge of enterprise resource planning systems.
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 71,332 (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 3353 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.