Job Description
DESCRIPTION OF DUTIES
Under the direct supervision of the WHO Representative, and the general guidance of the Director, Administration and Finance for the South-East Asia Region, the incumbent will perform the following duties:
Administration, Operations, Budget and Financial Management
1. Leads, directs and manages staff in delivering a full range of administrative services in support of programme implementation, budget and finance, human resources, procurement, travel, ticketing and transportation, fellowships, building management, security of office premises and staff safety, fleet management, telecommunications, information technology including GSM operations, and asset and inventory management;
2. Support implementation of all critical activities in the National Polio Surveillance Programme transition planning process, including administrative and HR operations, reporting, asset mapping, building capacity, resource mobilization, and, development of communication and management strategies;
3. Anticipates trends and provides the WHO Representative, and other staff at WCO, field offices and Projects, authoritative advice and analysis on all areas of administration, including developing, implementing, and maintaining guidelines and processes to identify measure, monitor, mitigate, and report operational risks, aligned with organizational wide risk management;.
4. Provides analysis and advice to the WHO Representative and senior staff on management of Awards, Imprest accounts and handling of cash; oversees proper reconciliation and reporting of these functions;
5. Actively leads procurement of services required for management of country office or for support of technical programs, participating in local contract committees and ensuring best value for money in procurement practices;
6. Reviews the administrative and financial services operations including the anticipated needs of resources and creates innovations for improved efficiencies and effectiveness;
7. Coordinates with the United Nations Department of Safety and Security (UNDSS) and SEARO focal point for Security, to ensure MOSS compliance and timely reports of security related incidents; disseminate security and travel advisory and arrange security briefings and training of staff.
Human Resource Management
8. Advises and supports WR in formulating the Country Office HR Plan to achieve the strategic objectives of the Country Cooperation Strategy of WCO - India, Programme Budget Work Plan, global and Regional priorities;
+. As member of the HR committee and adviser to WR on HR matters, prepare briefings for the meetings, finalizing minutes and implementation of decisions taken;
10. Continuously reviews and monitors staffing levels, performance, ensuring availability of adequate human resource capability; attracting and retaining talent, career management, creating an enabling environment, ensuring gender balance and diversity that promotes equal opportunity for all;
11. Articulates and integrates HR policies, systems, procedures and practices. Ensures appropriate work/life conditions and policies to create an enabling work environment;
12. Lead, mentor and manage team members (Category 6) by providing them with clear objectives, goals, direction and guidance to enable them to perform their duties responsibly, effectively and efficiently;
13. Coordinates identification, planning and implementation of Staff Development and Learning activities.
Programme
14. Participates in the country programming, Work Plans' formulation, technical and financial monitoring and evaluation, including liaison with national authorities, UN agencies and other development partners;
15. As a key member of the programme committee, provide monthly overview of financial implementation of workplan, management of awards etc., including compliance matter;
16. Supports resource mobilization efforts, participating in the formulation of donor agreements and other contractual instruments to ensure conformity and compliance with WHO policies and administrative provisions;
17. Liaises with WHO Country Office technical units and Regional Office staff and informs WR on the implementation status/deadlines, to ensure optimal utilization of allocated financial resources.
Coordination
18. As a key member of the management team, provide strategic advice on overall direction of the WCO India;
1+. Coordinates with the SEAR Administrative Officers Network, to harmonize business processes, workflows, standards, business continuity planning, and technical requirements;
20. Liaises with Government departments and other diplomatic missions to ensure timely approval of visas, work permits, VHF/HF radio licenses, vehicle imports, and resource mobilization, as well as issues of common interest;
21. Represents WHO and participates actively in the UN Operations Management Team and other interagency meetings; shares relevant information with colleagues, and ensures implementation of decisions taken by the heads of the agencies.
REQUIRED QUALIFICATIONS
Education
Essential : Master's level University degree in business/public administration, economics, organizational development, or equivalent educational qualifications.
Desirable : Training(s) in HR, accounting, finance, monitoring and evaluation.
Experience
Essential : At least 10 years of experience including considerable experience in an international context, in managing a wide range of administrative and financial services, leading and supervising staff teams
Desirable : WHO/UN/healthcare Organization experience of working in a developing country and interaction with national authorities
Skills
• Thorough knowledge of administrative, financial and management theories and principles, procedures and their application.
• High-level managerial, analytical and negotiating skills.
• Ability to work under pressure in an independent manner with an inter-disciplinary team. Ability to lead, direct and manage teams. Ability to represent the Organization in dealing with Government, UN agencies and other development partners. Excellent advocacy and inter-personal skills, tact and diplomacy.
• Ability to use MS office and enterprise-wide integrated administrative and program planning software.
WHO Competencies
• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Ensuring the effective use of resources
• Creating an empowering and motivating environment
Use of Language Skills
Essential : Expert knowledge of English.
Desirable : Beginners knowledge of Hindi
Under the direct supervision of the WHO Representative, and the general guidance of the Director, Administration and Finance for the South-East Asia Region, the incumbent will perform the following duties:
Administration, Operations, Budget and Financial Management
1. Leads, directs and manages staff in delivering a full range of administrative services in support of programme implementation, budget and finance, human resources, procurement, travel, ticketing and transportation, fellowships, building management, security of office premises and staff safety, fleet management, telecommunications, information technology including GSM operations, and asset and inventory management;
2. Support implementation of all critical activities in the National Polio Surveillance Programme transition planning process, including administrative and HR operations, reporting, asset mapping, building capacity, resource mobilization, and, development of communication and management strategies;
3. Anticipates trends and provides the WHO Representative, and other staff at WCO, field offices and Projects, authoritative advice and analysis on all areas of administration, including developing, implementing, and maintaining guidelines and processes to identify measure, monitor, mitigate, and report operational risks, aligned with organizational wide risk management;.
4. Provides analysis and advice to the WHO Representative and senior staff on management of Awards, Imprest accounts and handling of cash; oversees proper reconciliation and reporting of these functions;
5. Actively leads procurement of services required for management of country office or for support of technical programs, participating in local contract committees and ensuring best value for money in procurement practices;
6. Reviews the administrative and financial services operations including the anticipated needs of resources and creates innovations for improved efficiencies and effectiveness;
7. Coordinates with the United Nations Department of Safety and Security (UNDSS) and SEARO focal point for Security, to ensure MOSS compliance and timely reports of security related incidents; disseminate security and travel advisory and arrange security briefings and training of staff.
Human Resource Management
8. Advises and supports WR in formulating the Country Office HR Plan to achieve the strategic objectives of the Country Cooperation Strategy of WCO - India, Programme Budget Work Plan, global and Regional priorities;
+. As member of the HR committee and adviser to WR on HR matters, prepare briefings for the meetings, finalizing minutes and implementation of decisions taken;
10. Continuously reviews and monitors staffing levels, performance, ensuring availability of adequate human resource capability; attracting and retaining talent, career management, creating an enabling environment, ensuring gender balance and diversity that promotes equal opportunity for all;
11. Articulates and integrates HR policies, systems, procedures and practices. Ensures appropriate work/life conditions and policies to create an enabling work environment;
12. Lead, mentor and manage team members (Category 6) by providing them with clear objectives, goals, direction and guidance to enable them to perform their duties responsibly, effectively and efficiently;
13. Coordinates identification, planning and implementation of Staff Development and Learning activities.
Programme
14. Participates in the country programming, Work Plans' formulation, technical and financial monitoring and evaluation, including liaison with national authorities, UN agencies and other development partners;
15. As a key member of the programme committee, provide monthly overview of financial implementation of workplan, management of awards etc., including compliance matter;
16. Supports resource mobilization efforts, participating in the formulation of donor agreements and other contractual instruments to ensure conformity and compliance with WHO policies and administrative provisions;
17. Liaises with WHO Country Office technical units and Regional Office staff and informs WR on the implementation status/deadlines, to ensure optimal utilization of allocated financial resources.
Coordination
18. As a key member of the management team, provide strategic advice on overall direction of the WCO India;
1+. Coordinates with the SEAR Administrative Officers Network, to harmonize business processes, workflows, standards, business continuity planning, and technical requirements;
20. Liaises with Government departments and other diplomatic missions to ensure timely approval of visas, work permits, VHF/HF radio licenses, vehicle imports, and resource mobilization, as well as issues of common interest;
21. Represents WHO and participates actively in the UN Operations Management Team and other interagency meetings; shares relevant information with colleagues, and ensures implementation of decisions taken by the heads of the agencies.
REQUIRED QUALIFICATIONS
Education
Essential : Master's level University degree in business/public administration, economics, organizational development, or equivalent educational qualifications.
Desirable : Training(s) in HR, accounting, finance, monitoring and evaluation.
Experience
Essential : At least 10 years of experience including considerable experience in an international context, in managing a wide range of administrative and financial services, leading and supervising staff teams
Desirable : WHO/UN/healthcare Organization experience of working in a developing country and interaction with national authorities
Skills
• Thorough knowledge of administrative, financial and management theories and principles, procedures and their application.
• High-level managerial, analytical and negotiating skills.
• Ability to work under pressure in an independent manner with an inter-disciplinary team. Ability to lead, direct and manage teams. Ability to represent the Organization in dealing with Government, UN agencies and other development partners. Excellent advocacy and inter-personal skills, tact and diplomacy.
• Ability to use MS office and enterprise-wide integrated administrative and program planning software.
WHO Competencies
• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Ensuring the effective use of resources
• Creating an empowering and motivating environment
Use of Language Skills
Essential : Expert knowledge of English.
Desirable : Beginners knowledge of Hindi
💡 Quick Summary
Seeking a career-building opportunity? The Administrative Officer position is now open for candidates interested in the Admin Executive sector. This role in New Delhi offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Admin Executive is a plus.