Business operations Associate, Kathmandu

OBJECTIVES OF THE PROGRAMME

The objective of the WHO Nepal Country Office is to implement the Country Cooperation Strategy by supporting the Nepal Government in the formulation, implementation and evaluation of national health policies, strategies and plans and developing and managing WHO's technical cooperation programmes at the country level. WHO provides guidance and technical support in organizing the humanitarian health response and in revitalizing the capacity of the health sector to rebuild and recover from emergencies in appropriate and sustainable ways. The Country Office develops collaboration with the Government of Nepal and relevant stakeholders in support of their efforts of achieving national health goals; of ensuring the attainment of universal health coverage and of contributing to global and regional public health action by providing need-based technical assistance in national level policy formulation, setting norms and standards, improving knowledge dissemination and management, monitoring country health situation and building sustainable institutional capacity, to play a greater leadership role in different national level policy and technical forums. Within this framework, the immediate Unit, Administration's objective is to facilitate programme delivery by providing timely managerial and administrative services to programme delivery collaborators, staff and consultants in all aspects of administrative and financial operations including budget and finance, human resources, fellowships, procurement, travel, ticketing and transportation, logistics, building management, safety and security of staff, information technology including GSM operations, telecommunications and Protocol. Furthermore, to provide accurate guidance, information and practices which lead to full compliance and accountability with the Organization's established rules and regulations. This specific position will co-ordinate and deliver a full range of administrative support services in the WCO Nepal office.

DESCRIPTION OF DUTIES

Under the direct supervision of the Operations Specialist and overall guidance of the Head of WHO Nepal, the incumbent will provide overall administrative support services to World Health Organization Country Office, Nepal and assist in management as follows: Supervise the delivery of services and transactions in one or more of the specialized operational areas and sub disciplines as administration. Team management

• Manage a team of specialized support staff, or play a lead role in administering the delivery of efficient and effective services and transactions.
• Quality assure work products and processes compliant with respective procedures, guidelines, and policies.
• Justify and escalate procedural exceptions.
• Facilitate the capture and sharing of best practices and continuous learning by the team.
• Propose work process improvements for team performance. Advisory
• Share technical knowledge on matters relating to core service lines, by briefing clients, staff and partners on, and interpreting, relevant procedures, rules and regulations.
• Support consistency in approach and compliance with respective procedures, rules, and regulations. Administration
• Undertake delegated certifications and approvals under the applicable accountability framework
• Manage the delivery of the respective processes and standard transactions, services, and work products to be aligned with business plans and adhering to rules, regulations, and procedures.
• Conduct training in respective area of business operations support for clients and staff.
• Identify improved service line processes and procedures for optimal client service, efficiency and effectiveness. Security Support
• Disseminate security advisories, SOPs, and briefings to staff and visitors.• Track staff / SSA movements, maintain databases, and process ID cards.• Support UNSMS measures, fire / evacuation plans, and house security assessments.• Draft and file incident reports on staff, offices, or assets. Building Management Support
• Oversee daily operations of WHO premises for cleanliness, safety, and functionality.
• Coordinate with UNDP / Common Services and update AO.
• Manage maintenance, repairs, office moves, and allocation of space/equipment. Travel and Protocol Assistance
• Arrange VIP travel, visas, customs, and permits for staff and dependents.
• Handle travel bookings, records, and expenditure tracking.
• Support driver scheduling and attend protocol-related briefings / trainings. Vehicle Management Assistance
• Maintain vehicle / fuel records, logbooks, and safety documentation.• Schedule vehicles and drivers efficiently for official use.• Ensure valid insurance, registrations, and safety kits.
• Support safety checks, driver briefings, and training records.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education. Training and certification in one or more UN operational service areas or systems Desirable: University degree in business administration, or related field

Experience

Essential: A minimum of eight years of progressively responsible work experience relevant to the position (administrative support services and transactions in the operational support area) Desirable: Experience in administrative support positions within WHO or another United Nations agency. Experience in Oracle-based systems or another enterprise resource planning system

Skills

WHO's rules, regulations, support procedures, practices, rules, and regulations in one or more of the following specialized operations' support disciplines, such as:•Procurement support services: o Procuring goods/ services including initiating purchase requisitions, administering tender/ bidding process and supporting supplier management•Proven knowledge of additional, operational service areas with less complex rules and procedures, may be required, i.e. o Primary support for logistics and transportation administration, inclusive of the warehouses, exemption documents, management of the office vehicles, supervision of drivers, and all related activities. o Administration of the inventory of supplies and organizational assets o Travel administration, processing requests, visa issuances, flight and hotel bookings, travel claims, and follow up on travel related issues

• Brief and explain administrative procedures to other members of staff.
• Team management and facilitation skills
• Strong interpersonal skills
• Flexibility to adapt to competing priorities and work in a fast-paced environment 1. Thorough knowledge of WHO Admin Rules, Regulations and procedures and GSM usage in Admin Modules. 2. Good knowledge of computer applications and software including MS Office applications (specificallyexcel, word and ppt.). 3. Ability to draft reports / correspondence concisely and clearly, etc. 4. Ability to maintain good working relationships.

WHO Competencies

Teamwork

Respecting and promoting individual and cultural differences

Communication

Producing results Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Nepali.

Desirable

The above language requirements are interchangeable.

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 NPR 1,947,388 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.