Administrative Operations Specialist

World Health Organization - Washington, DC

Full-time - Mid Level

Washington, DC

About the position

The Administrative Operations Specialist position at the World Health Organization (WHO) is a pivotal role within the Office of the Director of Administration, specifically at the Pan American Health Organization (PAHO). The incumbent will work under the direct supervision of the Director of Administration and closely collaborate with the Administrative Operations Advisor. This role is designed for a mid-level professional who will contribute to the development and implementation of the Organization's administrative vision, ensuring that administrative processes are efficient, effective, and transparent. The specialist will be involved in various projects and initiatives that aim to enhance the administrative capabilities of the Organization, including the coordination of special projects and the development of key performance indicators (KPIs) for administrative departments. The responsibilities of the Administrative Operations Specialist include supporting the Director of Administration in the preparation and implementation of a Shared Services Initiative proposal, which involves synthesizing information from various administrative departments and country offices. The role also requires the incumbent to research best practices in administrative service delivery within UN agencies and analyze business processes to identify areas for improvement. The specialist will be expected to collaborate with colleagues in Enterprise Risk Management (ERM) and Compliance to facilitate effective communication and cooperation within the department. Additionally, the position involves supporting the PAHO Green Initiative, which focuses on sustainability and environmental responsibility within the Organization. This position is temporary and internationally recruited, reflecting the need for a professional who can navigate the complexities of organizational development and change management within a global health context. The incumbent will be expected to demonstrate strong analytical, organizational, and interpersonal skills, as well as a commitment to the values and mission of the WHO.

Responsibilities

• Collaborate on the coordination of the participative development and implementation of the Organization's administrative vision.
• Support the Office of AM in the development, coordination and implementation of special projects and initiatives under the responsibility of the AM area and the departments under its supervision.
• Support the Director of Administration and collaborate with the Administrative Operations Advisor in the preparation and implementation of a Shared Services Initiative proposal.
• Coordinate AM entity follow-up on PAHO Forward initiatives with the administrative departments and with the Office of the Director.
• Support and follow up on the process of development of KPIs for administrative departments.
• Support the Director of Administration in the PAHO Green Initiative, collaborating with PAHO Green Working Group members.
• Research best practices in administrative service delivery within UN agencies and across organizations.
• Analyze proactively business and management processes, monitor business processes in PAHO, gather information on best practices, and produce metrics and reports.
• Collaborate closely with ERM and Compliance colleagues in the AM unit to facilitate collaboration within the subunits of the department.
• Perform other related duties, as assigned.

Requirements

• A bachelor's degree in management, business administration, organizational development or any other field related to the functions of the post from a recognized university.
• Seven years of combined national and international experience in organizational development; business process and analysis, reengineering process, implementing organizational change, including at least five years supervisory experience in areas related to human resources, budget/finance, procurement, general services and security.
• Very good knowledge of English or Spanish with a working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.
• Demonstrated ability to effectively use current technology and software, spreadsheets and presentations, as well as Enterprise Resource Planning (ERP) and management information systems.

Nice-to-haves

• A master's degree in management, business administration, organizational development or project management.
• Experience in the development, implementation and managing of projects, preferably in an international organization.

Benefits

• 2.5 days annual leave per month
• Generous telework policy
• Parental leave
• Sick leave
• Pension plan
• Health insurance scheme
• Travel and removal expenses on appointment and separation
• Settling-in grant
• Rental subsidy