Administration Operations Officer

Job Posting Organization:
The World Health Organization (WHO) in the Western Pacific is dedicated to improving health and well-being across its member states. Established to address critical health issues, WHO collaborates with 37 Member States and areas to combat infectious diseases such as dengue and malaria, as well as noncommunicable diseases like diabetes and heart disease. The organization is committed to ensuring the safety of the environment, air, water, and food, which are essential for health. WHO also prepares for and responds to disasters and emergencies, emphasizing the importance of health in life and death situations. With a mission to enhance health for nearly 1.9 billion people in the Western Pacific Region, WHO operates through various technical clusters, including Universal Health Coverage, Communicable Diseases, and Non-Communicable Diseases. The Administrative Services Unit (ASU) within the Division of Business Operations and Solutions Lab (BOS) is responsible for providing comprehensive administrative services to support the organization's programs and activities in the region, ensuring efficient operations in both the Regional Office and Country Offices.

Job Overview:
The Administration Operations Officer plays a crucial role in supporting the Administrative Services Officer (ASO) by overseeing a wide range of administrative tasks within the Administrative Services Unit (ASU). This position involves comprehensive support and oversight across various areas, including building maintenance, office renovations, and compliance with safety standards. The officer will assist in reviewing and implementing maintenance procedures, coordinating with subcontractors, and ensuring that office premises are safe and compliant with legal standards. The role also includes backup support for the ASO, ensuring smooth operations during their absence, and coordinating travel and conference logistics for important meetings. The Administration Operations Officer will work closely with ASU Team Leads to promote efficient service delivery and adherence to organizational standards, while also managing cafeteria operations and promoting food safety standards. This position requires a proactive approach to problem-solving and a commitment to continuous improvement in administrative processes.

Duties and Responsibilities:

• Assist the Administrative Services Officer (ASO) in reviewing, redesigning, and implementing building maintenance procedures, monitoring schedules, and coordinating maintenance to minimize downtime and operational costs.
• Collaborate with ASU Teams to ensure safe, secure, and legally compliant office and conference premises.
• Support the ASO in planning and executing renovations and upgrades in offices and buildings.
• Coordinate work of subcontractors and monitor their performance.
• Act as backup for the ASO, overseeing multidisciplinary teams and providing guidance to country offices during their absence.
• Define objectives and coordinate project implementation while ensuring budget execution.
• Observe adherence to food safety and sanitary standards in the cafeteria.
• Collect staff feedback on food quality and service.
• Support coordination of travel, logistics, and conference services for meetings. 1
• Promote paperless archiving and assist in transitioning documents to electronic files. 1
• Assist newcomers in settling at the duty station. 1
• Ensure proper management of fixed assets and inventory control.

Required Qualifications:
Candidates must possess strong organizational and communication skills, with a proven ability to work collaboratively in a team environment. Proficiency in project management and administrative processes is essential. The ideal candidate should demonstrate a commitment to promoting health and safety standards, as well as a proactive approach to problem-solving. Familiarity with WHO policies and procedures is an advantage. Candidates should also exhibit cultural sensitivity and respect for diversity, as the role involves working in a multicultural environment.

Educational Background:
A bachelor's degree in business administration, public administration, or a related field is required. Additional certifications in project management or administrative services are highly desirable. Candidates with advanced degrees will be given preference.

Experience:
A minimum of three years of relevant experience in administrative services, project management, or a related field is required. Experience working in an international organization or a similar environment is preferred. Candidates should have a track record of successfully managing multiple tasks and projects simultaneously.

Languages:
Fluency in English is mandatory, both written and spoken. Knowledge of additional languages spoken in the Western Pacific Region is considered an asset.

Additional Notes:
This position is based in Manila, Philippines, and may involve occasional travel within the region. The role is full-time, and the successful candidate will be expected to adhere to UN security" style="border-bottom: 1px dotted #007bff !important;">security protocols and travel advisories. The position offers a competitive compensation package, including a monthly living allowance, insurance coverage, and annual leave. The contract duration and specific entitlements will be discussed during the interview process.