Business operations associate

Under the supervision of an operations professional, the incumbent will lead a team of support staff or hold the lead accountable role in delivering services and transactions in the relevant office in one or more of WHO’s specialized operational areas and subdisciplines, such as finance, human resources, procurement, logistics, and/or information technology management. 3. Key duties and responsibilities The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office. • Supervise the delivery of services and transactions in one or more of the specialized operational areas and subdisciplines of a) human resources management, b) procurement, and/or c) information technology management.

DESCRIPTION OF DUTIES

The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.

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.

Procurement:

• Review, record and prioritize purchasing requests and obtain additional information/documentation as required; provide assistance in preparing specifications of goods and services.
• Prepare adjudication reports and process requests for procurement of goods and services for the unit ensuring adherence to the standard WHO guidelines on procurement, accuracy of information, completion of required supporting documents and check availability of funds.
• Create, Process and finalize purchase orders (POs) and contracts, using GSM, for both catalogue and non-catalogue items in an efficient manner, monitor status and ensure accuracy of PO; timely process of requests and delivery of goods and services. Make amendments when required, provide justification and upload supporting documents in ECM.
• Analyze and process requests for procurement of goods and services for different technical and emergency programmes, ensure adherence to the standard WHO guidelines on procurement, accuracy of information, completion of required supporting documents and check availability of funds.
• Update the required stockpiles of essential emergency equipment, e.g. personal deployment material, radios, satellite telephones, IT equipment, etc.
• Prepare requests for price estimates for non-catalogue items, obtain estimated costs from the Regional Logistics and Supply Unit or HQ, and implement related procurement decisions taken by technical units and supervisor.
• Initiate correspondence to verify data, answer queries, alert supervisor of any gaps in the transactions, and recommend solutions.
• Prepare and review supplier’s performance for OSL Manager’s approval, and update suppliers’ database on regular basis.
• Provide technical units and country office with the estimate cost of needed supplies/services to estimate their budgets
• Maintain and update the suppliers’ database including completion of the supplier evaluation forms for all suppliers contracted by WCO
• Generate procurement reports and briefings on the status of all transactions for the review of the supervisor. Initiate correspondence to verify data, answer rqueries, alert supervisor/technical units of any gaps in the transactions and recommend solutions.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary 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, including procurement).
• Desirable: Experience in administrative support positions within WHO or another United Nations agency. Experience in Oracle-based systems or another enterprise resource planning system.

Use of Language Skills

• Essential: Expert knowledge in English and local language.
• Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)
• Proficiency in computers and office software packages, handling of web-based management systems, enterprise resource planning (ERP) systems and Cloud Management Enterprise System such as Workday

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403548