Administrative Officer

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Position Title: Administrative Officer
Location: Jakarta
Country: Indonesia
Deadline Date:

Job Details

Job Posting Organization:
The World Health Organization (WHO) is the specialized agency of the United Nations responsible for international public health. Established in 1948, WHO has a mission to promote health, keep the world safe, and serve the vulnerable. The organization operates in over 150 countries and has a workforce of more than 7,000 employees. The WHO Indonesia Country Office plays a crucial role in supporting the Indonesian Government in formulating, implementing, and evaluating national health policies and strategies, ensuring that health services are effective and accessible to all.

Job Overview:
The Administrative Officer position at WHO Indonesia is pivotal in ensuring the smooth operation of the Country Office. The role involves coordinating various administrative functions, including human resources, logistics, and financial management. The incumbent will work closely with the Administrative Officer and relevant Technical Leaders to provide operational support and guidance to program and management teams. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently. The Administrative Officer will also be responsible for ensuring compliance with WHO guidelines and standards, thereby contributing to the overall effectiveness of the organization in delivering health services in Indonesia.

Duties and Responsibilities:

• Coordinate and provide guidance on operational issues to the program and management teams of the office.
• Oversee all administrative, human resources, logistics, and financial work of the organization, both within and outside the ERP system.
• Contribute to the development and management of the Country Office work plan and budget, including planning, monitoring, and evaluation.
• Manage office travel arrangements and logistics.
• Support the organization of meetings and events, ensuring all logistical needs are met.
• Facilitate human resources management processes, including recruitment and staff development.
• Manage resources, including finances, logistics, and other assets effectively.
• Oversee procurement services and maintain an inventory of office assets.
• Provide operational support in field locations as required. 1
• Conduct spot checks and assurance activities during and after implementation of programs. 1
• Collaborate with the security" style="border-bottom: 1px dotted #007bff !important;">security focal point to ensure the safety and security of all staff members and equipment. 1
• Mentor support staff to enhance their technical and financial skills and improve work processes. 1
• Provide guidance and advice to staff, consultants, and counterparts on financial matters and entitlements as needed. 1
• Ensure compliance with WHO guidelines by regularly monitoring and reporting on Key Performance Indicators (KPIs). 1
• Prepare regular management reports on the implementation of office work plans and activities. 1
• Disseminate information on administrative procedures to all staff and assist them in adhering to WHO administrative protocols. 1
• Perform any other duties as assigned by the Administrative Officer or relevant Team Leader.

Required Qualifications:
Essential qualifications include a Bachelor's degree in management, logistics, finance, project management, public or business administration, or other relevant social sciences. Desirable qualifications include a Master's degree in the same fields. Candidates should possess strong organizational and communication skills, with the ability to work independently and lead small teams effectively. Technical knowledge in operational processes and financial management is also essential.

Educational Background:
Candidates must have at least a Bachelor's degree in a relevant field such as management, logistics, finance, project management, public or business administration, or social sciences. A Master's degree is preferred and considered an asset for this position.

Experience:
Candidates should have at least one year of experience in project or program management, general administration, or related fields. Desirable experience includes proven management of teams and supporting complex operational processes, as well as working experience in international organizations or large private companies.

Languages:
Expert knowledge of English and Bahasa Indonesia is essential for this position. Proficiency in additional languages may be considered an asset but is not mandatory.

Additional Notes:
This position is classified as a National Professional Officer role, meaning only applications from nationals of Indonesia will be accepted. The remuneration package includes an annual base salary starting at IDR 525,565,000, subject to mandatory deductions for pension contributions and health insurance. Employees are entitled to 30 days of annual leave. The WHO is committed to creating a diverse and inclusive work environment and encourages applications from women, persons with disabilities, and individuals from underrepresented Member States. The organization has a zero-tolerance policy towards sexual exploitation and abuse, and all candidates will undergo background verification. The successful candidate will be required to provide proof of vaccination as per WHO requirements.