1.   Background and Justification

Purpose of the Position

In the context of the WHO Health Emergencies Programme, the incumbent will manage service 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.

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 have front line responsibility for 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 manage a team of administrative staff, will liaise with counterparts within the organization to ensure coordination and implementation of administrative services.  In addition, the MGA Officer 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):

• Adapt and implement procedures, in compliance with existing policies and SOPs, for the administration, monitoring, control and evaluation of human, financial and material resources processes.
• Support the formulation of 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.
• Provide administrative support in the implementation of emergency operations through initiation of relevant proposals for all planned activities, in cooperation with the resource mobilization team, follow-up on donor proposals and reporting deadlines; ensure payments are made to support emergency programme plans and in compliance with rules and procedures.
• Provide a range of human resources services, including forecasting future needs, 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.
• Manage procurement of services and all necessary supplies required for support of the incident management, 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.
• In case the Field Security Officer position is not established in the duty station, liaise 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.
• As required, manage Information Technology support services provided either by local Information technology technicians.
• 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.
• Perform any other incident-specific related duties, as required by the functional supervisor.

Recruitment Profile

Competencies

1. Teamwork;
2. Respecting and promoting individual and cultural differences;
3. Communication
4. Creating an empowering and motivating environment

Functional Knowledge and Skills

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

First university degree, in public or business administration, public health, finance or accounting, human resources management or other social studies from an accredited/recognized institute.

Desirable

Advanced university degree in public health, business or public administration.

Experience

* Essential

At least five 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 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

Essential: Excellent knowledge of English.

Desirable: A Working knowledge of French or Portuguese would be an asset.

Other Skills (e.g. IT)

• Excellent knowledge of Microsoft Office applications
• Good general knowledge of enterprise resource planning systems.