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16 Jun 2017

Full-Time Administrative Officer

WHO – EU/OBS – European Observatory on Health Systems and Policies – Posted by admin Brussel, Brussels Hoofdstedelijk Gewest, Belgium


Job Description

Administrative Officer


Grade: P3
Contractual Arrangement: Fixed-Term Appointment
Contract duration: Two years
Closing Date: Jun 24, 2017, 11:59:00 PM
Organization: EU/OBS – European Observatory on Health Systems and Policies
Schedule: Full-time


The objective of the European Observatory on Health Systems and Policies programme (OBS) is to support and promote evidence-based, health policy-making through comprehensive and rigorous analysis of the dynamics of health care systems in Europe. It monitors health systems and policies in each of the countries in the WHO European region; produces analytical and comparative studies on key health system and policy issues and; compares trends across countries and tackles performance assessment. It also engages with policy-makers using a range of dissemination and knowledge brokering tools to make its findings accessible to decision-makers and to facilitate the uptake of evidence and evidence-based decision-making in countries. It provides evidence directly at Ministerial and Secretary of State level through policy dialogues and tailored support.


  1. Provide support to the OBS Coordinator for the management and control of all administrative services and operations of the Observatory. Such services and operations include budgeting, finance, procurement, human resources management, meeting management, and office space and equipment arrangements;
  2. Advise the OBS Coordinator on the allocation of financial, human, and physical resources. Monitor and analyze financial/non-financial data to assess options for solutions to financial, administrative and human resources issues;
  3. Ensure the OBS budget planning cycle is rolled out effectively; tracking activity to ensure the Observatory is proactive in initiating and executing administrative actions;
  4. Oversee the financial management systems of the OBS and supervise the finance team; provide analysis of income and expenditure trends; prepare budgetary forecasts; improving and monitoring control and report structures; ensuring commitments and the processing of obligating documents adhere to operational plans;
  5. Develop reports to highlight and clarify changes in resource utilization plans; recommend alternate plans/funding strategies and discuss potential problems that could arise from programming; put in place periodic reviews identifying value for money issues and appropriate action; supervise the reporting cycle, providing accurate reports for Steering Committee and WHO;
  6. Participate in the formulation, negotiation, and consultation of project proposals funded by external agencies; review them to ensure that they meet the Organization’s administrative and financial rules and regulations. Draft donor financial reports and provide input to the Coordinator and other involved parties within the partnership and WHO/EURO in this regard;
  7. Manage all aspects of procurement of goods, services and consultancy; ensure procurement and contracting are in line with WHO policy and expectations of OBS Partners; run competitive bidding when appropriate; manage rosters of experts and institutions; monitor implementation, and payments; oversee local expenditures;
  8. Work in close collaboration with the Coordinator on all human resources issues related to the staffing of the OBS to implement the approved HR plan and in addressing complex HR issues related to staff and engage in early problem resolution whenever possible. Coordinate the preparation of the OBS Human Resources Plans and all processes for recruitment of staff assigned to the hosted partnership. Perform and/or oversee leave tracking and performance management processes for the OBS;
  9. Support the OBS partnership arrangements; support hub arrangements including selection issues and contractual relationship; manage the administrative arrangements for Steering Committee;
  10. Supervise assigned administrative and IT support staff; coordinate their work objectives, distribute and organize tasks to meet the needs of the office, and evaluate performance; manage office space and equipment needs; organize and support internal meetings and meetings hosted by the OBS;
  11. Provide advice and guidance to the Director, Coordinator and other OBS staff members on administrative and financial rules and regulations, practices and procedures, and other administrative processes and services. Ensure compliance with internal controls of the Organization and partnership;
  12. Represent the OBS as delegated by the Director and liaise with hosts and other relevant organizations regarding administrative and security matters and provide inputs and recommendations.



Essential: A bachelor’s degree in business, public administration, finance, economics or a related field from a recognized institution.


Essential: At least 5 years of combined national and international professional experience in administration, finance, project management, with supervisory responsibilities.


Technical expertise in administration, budget planning and programming, financial/accounting administration, general services, procurement, and other related administrative services and operations. Capacity to administer human resources management, office management and security. Thorough theoretical and practical knowledge and skills in handling administrative problems.Mature judgment, strong technical, analytical and conceptual skills; demonstrated ability to analyse financial data and provide recommendation on key administrative issue.Understanding of the culture of academia and/or exposure to health systems issues and/or a commitment to the values of the Observatory an asset. Understanding of large scale management systems and proven capacity to supervise staff.

WHO Competencies

  • Teamwork;
  • Respecting and promoting individual and cultural differences;
  • Communication;
  • Producing results;
  • Ensuring the effective use of resources.

Use of Language Skills

Essential: Expert knowledge of English.
Desirable: Intermediate knowledge of WHO/EURO.


WHO salaries for staff in the Professional category are calculated in US dollars. The remuneration for the above position comprises an annual base salary starting at USD 58,583 (subject to mandatory deductions for pension contributions and health insurance, as applicable), a variable post adjustment, which reflects the cost of living in a particular duty station, and currently amounts to USD 1836 per month for the duty station indicated above. Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.

How to Apply


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 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: Some professional certificates may not appear in the WHED and will require individual review. The Observatory is a WHO hosted partnership and subject to WHO Rules, and as such, externally recruited staff assigned to the Observatory may, in the event of post abolition, be eligible to participate in a reassignment process that is limited to positions in the partnership secretariat, when available. WHO staff members that are reassigned to the partnership secretariat from another position in WHO and/or who are eligible to participate in a WHO-wide reassignment process in accordance with applicable WHO Rules, shall retain such eligibility if the partnership secretariat post that they occupy is abolished. Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. For information on WHO's operations please visit: WHO is committed to workforce diversity. WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco. Applications from women and from nationals of non and underrepresented Member States are particularly encouraged. *For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220./ul> Application link:

Job Categories: Administration. Job Types: Full-Time.

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