Administrative Associate

Administrative Associate (Administration) (2408241)

Grade: G6
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): 2 Years
Closing Date: Nov 19, 2024, 4:44:00 AM
Primary Location: Nepal-Kathmandu
Organization: SE_NEP WR Office, Nepal

Schedule: Full-time

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 objective of the WHO Nepal Country Office is to implement the Country Cooperation Strategy by supporting the Nepal Government in the formulation, implementation and evaluation of national health policies, strategies and plans and developing and managing WHO’s technical cooperation programmes at the country level. WHO provides guidance and technical support in organizing the humanitarian health response and in revitalizing the capacity of the health sector to rebuild and recover from emergencies in appropriate and sustainable ways. The Country Office develops collaboration with the Government of Nepal and relevant stakeholders in support of their efforts of achieving national health goals; of ensuring the attainment of universal health coverage and of contributing to global and regional public health action by providing need-based technical assistance in national level policy formulation, setting norms and standards, improving knowledge dissemination and management, monitoring country health situation and building sustainable institutional capacity, to play a greater leadership role in different national level policy and technical forums. Within this framework, the immediate Unit, Administration’s objective is to facilitate programme delivery by providing timely managerial and administrative services to programme delivery collaborators, staff and consultants in all aspects of administrative and financial operations including budget and finance, human resources, fellowships, procurement, travel, ticketing and transportation, logistics, building management, safety and security of staff, information technology including GSM operations, telecommunications and Protocol. Furthermore, to provide accurate guidance, information and practices which lead to full compliance and accountability with the Organization’s established rules and regulations. This specific position will co-ordinate and deliver a full range of administrative support services in the WCO Nepal office.

DESCRIPTION OF DUTIES

Under the direct supervision of the Administrative Officer (AO) and overall guidance of the WHO Representative (WR), the incumbent will provide overall administrative support services to World Health Organization Country Office, Nepal and assist in management as follows:

General Administration:

• Assist in administrative activities related to office renovation/maintenance of premises in WCO and project office and field office. Assist in developing Standard Operating Procedure (SOP) in the area of administration and coordinate in updating the existing administrative Standard Operating Procedures (SoPs). Assist in preparing Long Term Agreement (LTAs) and annual maintenance contracts for various services required in (WHO Country Office (WCO).
• Assist to act as liaison with UNDP /UN common services and represent (in the absence of AO) UN House board meeting and brief AO, WR on the meeting outcome, as required.
• Assist in clearing the household goods and personal effect of WHO international staff, initiate the necessary documentation for visa extension of international staff and their dependents.
• Provide administrative support for conducting international workshop/meeting/seminar and advocacy events, by finalizing venue arrangement in coordination with programme team, event manager and timely action for travel arrangement of official nominees/invitees to various WHO organized events and facilitate in visa (if required);
• Facilitate in arrival and departure of VIPs, WHO dignitaries, as required, in close coordination with Ministry of Health and Population (MoHP) and Ministry of Foreign Affairs (MoFA).
• Supervise the vehicle document (bluebook, log sheet, air pollution checks etc.) and necessary items/management tool kept in the vehicle e.g. first aid kit. Prepare and update vehicle history record, maintenance record, fuel consumption report, vehicle insurance report, vehicle condition report and vehicle accident report on monthly basis. Prepare maintenance schedules and agreements and effective monitoring tools to track vehicle services quality and operationality.
• Custodian for management of office supplies including maintaining of stock, distribution required by staff and keeping a log of distribution. Process of WHO equipment for auction in consultation with the Procurement Associate.
• Support to organize of procurement processes including preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of Purchase Orders (POs).

Security:

• Serve as the Agency’s Security Focal Point (ASFP), disseminate security related information/advisory, Standard Operating Procedure to country staff and field staff in a timely manner, providing security briefing to new national and international staff, visitors, consultants, monitoring/controlling WHO staff and SSA holders’ movements in the field.
• Maintain and update the database of WHO officials for safety and security purpose. Timely follow up with staff and non-staff for accuracy of their information in the database and process for issuance of ID cards.
• Assist in developing fire safety plan to provide information and procedure to protect from fire hazards, evacuation and maintenance.
• Assist in conducting house assessment (international staff) and advise security measures to enhance their residential security. Prepare security incidents report affecting staff/non-staff, offices and assets.
• Represent and maintain regular contact to United National Department of Safety and Security (UNDSS) for the security related update and assistance.
• Perform any other job as assigned by the supervisors.

REQUIRED QUALIFICATIONS

Education

Essential: – Completion of secondary school education.
Desirable: – Training certificates and/or courses in administration and University degree would be an asset.

Experience

Essential: At least 8 years’ progressively responsible experience in administrative management work.
Desirable: Relevant working experience with WHO and/or other UN agencies would be an asset.

Skills

• Thorough knowledge of WHO Admin Rules, Regulations and procedures and GSM usage in Admin Modules.
• Good knowledge of computer applications and software including MS Office applications (specifically excel, word and ppt.).
• Ability to draft reports/correspondence concisely and clearly, etc
• Ability to maintain good working relationships.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of local language.

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 NPR 1,883,521 (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
• 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 to reasonableaccommodation@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 (Nepalese national) only.
• 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
  –