Administrative Associate – (2501116)
Grade: G6
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): 24 months
Job Posting
: Mar 20, 2025, 12:49:35 PM
Closing Date
: Apr 10, 2025, 9:59:00 PM
Primary Location
: Türkiye-Istanbul
Organization
: EU/BOS Division of Business Operations
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 Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, safeguarding personnel and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal changes. The division projects are designed to increase productivity, ensure financial sustainability of the region’s structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being.The purpose of the Information and Communications Technology (ICT) Unit is to champion and implementforward-thinking, cost-effective digital and technological solutions across the WHO European region, including country offices and geographically dispersed offices, as well as to the UN City located in Copenhagen, Denmark. ICT is committed to ensuring robust connectivity, quality equipment, advanced software solutions, and the safeguarding and accessibility of data. ICT is dedicated to providing exceptional support to all users, empowering a digitally-optimizedWHO to achieve its strategic goals. Additionally, ICT provides connectivity, communication technology, and client support to the staff of the organizations housed within the UN City, facilitating a collaborative, efficient, and secure UN ecosystem.
DESCRIPTION OF DUTIES
The purpose of the position is to deliver comprehensive administrative, financial, operational support and project management to ICT operations across the Regional Office, country Offices, Geographically Dispersed Offices and UN City. This role ensures that ICT unit adheres to WHO’s administrative policies, meets critical deadlines and operations efficiently, contributing to the delivery of high-quality ICT services and the effective implementation of ICT initiatives.
Under the guidance of the Regional ICT Manager, the incumbent assumes a critical role in managing financial and operational activities to ensure the efficient functioning of the ICT Unit. Key responsibilities include:
Financial Management
- Tracks the financial execution of the ICT Unit work plan to ensure tasks are implemented within budget and on schedule.
- Regularly reviews budget expenditures and encumbrances, initiating appropriate actions to ensure funds are available and financial commitments align with work plan objectives.
- Processes advanced and back charges for ICT services and cloud-relatedcosts across HQ, Regional Office divisions, units, Country Offices, and Geographically Dispersed Offices.
- Prepares background materials to assist in the planning, implementation, and monitoring of ICT activities.
- Drafts Agreements for Performance of Work (APWs), manages consultant, intern, and temporary staff contracts, and ensures compliance with WHO procurement policies.
Procurement Planning and Implementation
- Prepares the biennial ICT procurement plans for UN City and WHO/Europe, including detailed budget calculations and schedules, in collaboration with the ICT Manager.
- Tracks the implementation of procurement plans, monitors contract validity, and ensures timely contract renewals to avoid service disruptions.
- Obtains supplier quotations, creates purchase requisitions, tracks approvals in the system, and ensures timely processing of approved purchase orders.
- Prepares documentation for Contract Review Committee (CRC) submissions and external tenders, including Requests for Proposals (RFP), Requests for Quotations (RFQ), and Invitations to Bid (ITB).
- Provides insights to the ICT Manager regarding supplier reliability, performance, and compliance. Maintains regular contact with suppliers and advises ICT staff and business owners on the supplier selection process.
Administrative and Logistical Support
- Arranges logistics for ICT-related meetings, working groups, seminars, training sessions, and workshops, both in-house and externally.
- Maintains an organized filing system for technical documents, correspondence, and ICT-related records.
- Coordinates duty travel for ICT Unit staff, including preparing travel authorizations, reviewing flight options and costs, and managing accommodation arrangements.
- Acts as the ICT Unit’s Leave Administrator, providing guidance on WHO rules and procedures related to leave and absences.
Project Management, End-User Training and Operational Coordination
- Assists in planning, tracking, and monitoring ICT projects to ensure alignment with work plans and timelines.
- Takes detailed notes during Digital and Technology Steering Committee meetings, prepares and circulates reports, meeting minutes, and tracks follow-up actions.
- Assists in organizing online, end-user training sessions to upskill the WHO/Europe workforce with new digital skills.
Managerial Assistance
- Provides direct support to the Regional ICT Manager by managing schedules, coordinating tasks, and ensuring timely follow-ups on key activities.
- Organizes internal and external meetings, prepares agendas, takes notes, and ensuresfollow-up actions are tracked and completed.
- Assists in preparing reports, presentations, and briefing materials to support ICT planning and decision-making.
- Manages correspondence, maintains records, and ensures smooth day-to-day operations of the ICT Manager’s office.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school or equivalent.
Desirable: Additional relevant higher school education and procurement training.
Experience
Essential: A minimum of 6 years’ considerable and progressively responsible experience in the administrative field
Desirables:
Experience in financial and administrative processes.
Experience with digital tools such as SharePoint.
Skills
Proficiency in the use of standard office computer software, note-taking and operation of computerized systems and databases.
Ability to identify and manage one’s own emotions, as well as helping others to do the same.
WHO Competencies
- Teamwork
- Respecting and promoting individual and cultural differences
- Communication
- Moving forward in a changing environment
- Producing results
Use of Language Skills
Essential: Expert knowledge of English.
Desirables:
- Intermediate knowledge of French.
- Intermediate knowledge of Russian
- Intermediate knowledge of German.
- Intermediate knowledge of Turkish.
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 USD 22,728 (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 and will be filled by persons recruited in the local commuting area of the duty station.
- 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
Read Full Description