Director, General Services Operations

OBJECTIVE OF THE OFFICE/DEPARTMENT

This requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

General Services Operations provides building and office services at Headquarters in support of PAHO/WHO programs, such as general supervision of acquisition and maintenance of all PAHO/WHO premises at Headquarters and in Country Office. Responsible for building facilities and maintenance, inventories, office supplies and equipment, transportation, security and safety, printing reproductions, conferences, interpreters; security focal point within PAHO and the UN security system.

DESCRIPTION OF DUTIES

Under the general supervision of the Director (D), and the direct supervision of the Director of Administration (AM), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

a)Manage, direct and administer the Organization’s General Services processes, activities and operations including conference facilities and real estate management, security and office services;

b)Develop policies, guidelines and procedures for the efficient and effective operation of facilities management, security, reproduction, mail, inventory, transportation and property services at Headquarters and at Country Offices, as necessary;

c)Provide guidance and advice on all aspects of the Organization’s rules, regulations, policies, procedures and practices involving General Services functions;

d)Oversee the provision of a wide variety of logistical services for Governing Bodies and other meetings, including scheduling of conference rooms, operating audio visual equipment, facilitating catering services and all other support services, including security, which are essential to the smooth conduct of Governing Bodies and other meetings at the Headquarters Building;

e)Direct the Organization’s security programs in Headquarters and Country Offices, liaise with security officials at UN Headquarters and other UN agencies and PAHO PWR/Center staff; liaise with neighborhood corporate and other UN security managers, and the DC metropolitan police;

f)Oversee and manage the HQ Main building renovation project, guiding, liaising with and supporting the needs of the general contractor, architects, audio-visual provider and the project manager in order to ensure a timely and successful renovation process for Phase 2 and subsequent phases of the renovation;

g)Develop and manage a facility management strategy in alignment with the organization’s vision of its physical assets;

h)Promote and implement policies and practices that promote a “green”, environmentally friendly office environment in line with the PAHO Green Initiative;

i)Develop and oversee a comprehensive plan for asset control, maintenance, replacement and disposition of the Organization’s fixed assets, such as property, plant, vehicles and office equipment at Headquarters and Country Offices;

j)Plan, oversee, and supervise facilities management services, including catering, at Headquarters;

k)Plan and direct the Organization’s facilities management program, including development, design, and construction process of PAHO-owned and leased spaces in Washington, DC and 27 Country Offices in Central/South America and the Caribbean;

l)Direct the strategic property planning for short-term and long-term space and real estate needs of PAHO Headquarters and at Country Offices. Manage space utilization and supervise compliance with space policy; prepare recommendations for purchase or construction for management action; oversee lease contracts for space at Headquarters and at Country Offices, as necessary;

m)Ensure that appropriate office services and operations are provided for all staff at Headquarters; develop a comprehensive and proactive properties plan encompassing all PAHO properties in HQ and the region;

n)Prepare the development of strategic reports for Governing Bodies related to the management of the Master Capital Investment Fund (MCIF) and maintain accurate accounting of revenues and expenses of all sub-funds;

o)Manage, approve and monitor the use, reporting and auditing of the General Operating Expenses (GOE) budget, Building Fund, Capital Equipment Fund and other assigned funds;

p)Develop, implement and evaluate a comprehensive program of environmental health monitoring, hazardous waste management and safety assessments as well as energy efficiency and sustainability to ensure safety and protection for Headquarters and Country Office locations;

q)Develop, propose, and manage the biennial work plan and budget for the department of General Services Operations, to include regular budget funding, extra-budgetary funding, the MCIF and other funds authorized by the Director. Ensure commitment and achievement of the milestones established in the approved work plan. Ensure full integrity and compliance with PAHO financial rules and regulations in managing the GSO -assigned budget;

r)Plan, develop, evaluate and administer the budgetary, program and personnel needs associated with General Services functions; manage all contractual agreements and personnel for facilities management and security management;

s)Promote a responsive customer service approach to address the needs and requests of PAHO personnel; provide guidance and generate solutions to solve personnel matters related to general services operations;

t)Provide leadership, guidance and mentoring of supervised staff. Define the department’s personnel component including the organizational structure, competencies and terms of reference. Initiate and recommend approval of personnel actions for all of the department’s staff and assure guidance and monitoring of staff through setting of clear work objectives, use of performance reviews and feedback mechanisms, regular communications and solving interpersonal or technical conflicts. Monitor the competencies of the staff to ensure optimal performance and staff development; monitor workloads to ensure equitable distribution of work and maintain job satisfaction, efficiency and output; and follow up on any deviation of work results from objectives;

u)Provide intellectual and managerial leadership to guide and motivate staff to work in a multicultural environment; promote a culture of ethical behavior and integrity in accordance with the Organization’s Code of Ethical Principles and Conduct in order to ensure a culture of respect, responsibility, accountability, and compliance;

v)Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education:

Essential: Bachelor’s degree in business or public administration, project management, logistics, or engineering and a master’s degree in business administration, management, or related field from a recognized university.

During the competition you may be asked to provide copies of your degrees. PAHO/WHO only considers qualifications obtained from institutions found in the following links: http://www.whed.net/; http://www.chea.org/search/default.asp and https://nces.ed.gov/collegenavigator.

Experience:

Essential: Thirteen years of combined national and international experience with responsibility for administrative operations of large public or private institutions.

Desirable: Experience with an international organization would be an asset.

SKILLS:

PAHO Competencies:

Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.

Respecting and promoting individual and cultural differences: Relates well to diversity in others and capitalizes on such diversity – Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.

Teamwork: Advocates for collaboration across the Organization – Creates and encourages a climate of team- working and collaboration across the Organization; sees cooperation as a key Organizational priority and creates collaborative systems and processes to achieve Organizational goals. Actively identifies and tackles disagreements between internal and external counterparts that compromise the Organization’s goals and mandate; diplomatically facilitates the resolution of conflicts between others and ensures strategic partnerships with a range of key stakeholders; maintains and extends an effective collaborative network of individuals inside and outside the Organization.

Communication: Share knowledge – Articulates the Organization’s strategic objectives when formulating and delivering information and presentations and adapts presentation methodology to address the needs of different audiences. Shares decisions and directives of senior management and communicates them in a manner that ensures both understanding and acceptance; shares knowledge and best practice at the three Organizational levels (country, regional and global), as necessary.

Creating an empowering and motivating environment: Provide direction/Support, motivate and empower others – Oversees and provides teams and departments with clear managerial directions which are translated from Organizational strategy. Builds a performance culture in the Organization; contributes to setting Organizational performance goals and standards; monitors Organizational performance against milestones and strategic goals; identifies and nurtures talent as appropriate. Promotes autonomy and empowerment throughout the Organization; inspires enthusiasm and a positive attitude in people towards their work and contribution to the Organization’s success.

Ensuring effective use of resources: Strategize and set clear objectives/Monitor progress and use resources well – Sets specific, measurable, attainable, realistic and timely objectives for own team and/or the Organization; systematically analyses and anticipates priority projects for own team and allocates necessary resources to achieve them; identifies the cross-Organizational resources needed for large- scale projects in line with key Organizational objectives. Anticipates foreseeable changes and adapts own and team’s projects in the face of unforeseen circumstances and/ or challenges; creates measures and criteria to monitor progress of overall projects against key Organizational objectives; creates cost-effective solutions for the Organization.

Driving the Organization to a successful future: Constructive leadership style/ Set the vision and build commitment – Leads and develops a road map for successfully achieving real progress in the Organization’s mandate, including consultation with key stakeholders; demonstrates respectful, trustworthy, transparent and accountable behavior in order to develop a reliable and coherent identity for the Organization. Creates a coherent Organizational vision of shared and successful goals; fosters a culture of vision and long- term goals, recognizing and rewarding efforts to maximize the Organization’s value.

Technical Expertise:

Technical: Theoretical knowledge and practical expertise at the highest level, in budgeting, planning and general services operations in the public or private sector; program management, including staffing, work program delivery, budget management and quality improvement. Depth and breadth of knowledge in program budget preparation, presentation, forecasting, program changes and proposals; strong analytical skills and the ability to provide sound and timely advice and cost/benefit analysis.

Managerial: Extensive experience in senior and progressively responsible positions in management of large public or private organizations with a substantial administrative element and requiring sensitive negotiations, high level intervention, and extensive budget negotiation and reporting.Demonstrated leadership in strategic, organizational, managerial, and analytic work in health or related sector(s).

Administrative: Experience with creation and integration of administrative procedures to deliver high quality results; resourcefulness, initiative, highly developed judgment and interpersonal skills to deal with difficult and sensitive situations; courteous style, tact, sensitivity to confidential information; ability to establish and maintain effective team working relations at different professional levels.

Languages:

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.

IT Skills:

Demonstrated ability to effectively use computer software programs such as Microsoft Office Word, Excel, Access, PowerPoint and Outlook as well as Enterprise Resource Planning (ERP) systems. Demonstrated ability to work with and understand program/budget management systems. In-depth knowledge and experience in the development and management of corporate programming and financial systems would be an asset.

REMUNERATION

Annual Salary: (Net of taxes)

USD $92,731.00 post adjustment

Post Adjustment:70.2% of the above figure(s).This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.

ADDITIONAL INFORMATION

This vacancy notice may be used to fill other similar positions at the same grade level.

Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

For information on PAHO please visit: http://www.paho.org

PAHO/WHO is an ethical organization that maintains high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

PAHO/WHO also promotes a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of abusive conduct.

PAHO/WHO personnel interact frequently with people in the communities we serve. To protect these people, PAHO has zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.

PAHO/WHO is committed to workforce diversity. PAHO/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

PAHO/WHO offers an attractive compensation package including an annual net salary and post adjustment, which reflects the cost of living in a particular duty station and exchange rates (subject to mandatory deductions for pension contributions and health insurance).Other benefits include: 30 days annual leave, dependency benefits, pension plan and health insurance scheme. Benefits for internationally recruited staff may include home leave, travel and removal expenses on appointment and separation, education grant for dependent children, assignment grant and rental subsidy.

Candidates appointed to an international post with PAHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

All applicants are required to complete an on-line profile to be considered for this post.

Candidates will be contacted only if they are under serious consideration. A written test and/or interview will be held for this post.The post description is the official documentation for organization purposes.