Description Of Duties
The incumbent will manage and implement the overall administrative services of the department/office in the area of work planning, monitoring budget and finance, human resources and all administrative services of the office. The Administrative and Finance Officer will report to the Operations Support and Logistics Officer (1st level supervisor), while under the overall guidance of the Regional Operations and Logistics Support Lead, who will also be the 2nd level supervisor.

Financial Management
Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to the needs and agenda:

• Monitor the implementation of Direct Financial Contributions (DFCs) to the Government, including the financial and technical reporting.
• Compile inputs to create and update cluster work plans in the Global Service Management (GSM); regular review of planned costs against work plan funding and award budgets.
• Complete Award Activation, Distribution, and Amendment requests.
• Monitor the utilization of award budgets against expenditures, award distributions against approved project funding, and PB allocations.
• Assist with supplier creation requests.
• Identify and process necessary revisions to expenditures, award budgets, and project funding.
• Ensure the smooth functioning of the GSM workflow process at the cluster level, including organizing regular briefings for staff members.
• Follow up on cancellation of encumbrances on activities.
• Perform any other related duties as assigned.

Human Resources And Procurement

• Assist the HR Unit in Leave administration for the team members; keep track of contract renewals of teams and takes action; accordingly, follow up on the Performance Management and Development System (PMDS) of team members; process periodic medicals, temporary recruitment and selection, and separations.
• Assist in monitoring and reviewing position costs and staff costs.
• Support and compiles requests for the procurement of goods and services; acknowledge receipt of goods and services, including the maintenance and updating of the cluster inventory on non-expendable items.
• Assist in the procurement of material resources to the level delegated to the cluster as and when required by the team.

Administrative Support And Coordination

• Perform overall coordination of cluster administrative and support services.
• Ensure compliance with organizational rules and procedures on all administrative and financial matters and transactions; undertake regular briefing sessions for team members.
• Follow-up on programme implementation, drawing the attention of the supervisor or other senior staff to problems, inconsistencies, and delays.
• Draft correspondence on own initiative or based on instructions; or redirect them as appropriate, drawing the attention of the supervisor or other staff concerned. To assist in drafting evaluations and justifications as required.
• Provide coordinating support in the preparation of meetings and seminars. Maintain a central list of trainers/resource people and supervisors from the regions and national institutes and collate all background documentation related to the activities. Assist with logistical arrangements as appropriate (i.e., arrange note-taking, coordinate preparation of minutes and reports, and arrange translation/interpretation).
• Provide admin support to the team members of the cluster, including the processing correspondences, travel arrangements, and meeting arrangements; and Maintaining a filing system.
• Provide support to staff in initiating Travel Requests (TRs) and advising on Travel Claim (TC) submissions with orientations on supporting documentation and Records Management (RMS) nomenclature.
• Ensure proper administration of physical resources and office arrangements for team members, including vehicles, office equipment, furniture, and supplies, and produce a status report regularly.
• Supervise the admin support team under the cluster, assign duties and monitor performance.

Required Qualifications

Education

• Essential: First university degree in Finance, Management, Business Administration, or related field from an accredited/recognized institute.
• Desirable: Advanced degree in Finance, Management, Business Administration, or related field from an accredited/recognized institute. Professional certification in areas such as finance, accounting, operations management, etc

Experience

• Essential: Minimum of five (5) years of experience in Engineering and Building Construction management, urban planning, architecture, water and sanitation or related field and at least two years’ experience at managerial level in a national or international organization.
• Desirable: At least five (5) years of relevant work experience in a comparable international organization in at least three of the areas below:
• Financial accounting, monitoring, and reporting, budget planning, processing of transactions, use of financial management systems, and audit.
• Procurement of goods and services, human resource support.
• Event organization, travel organization.

Skills

• Good knowledge and skills in accounting and finance.
• Concrete skills in managing administrative processes.
• Strong skills and understanding in the area of human resources.
• Sound skills in utilizing Enterprise Resource Planning Oracle systems or similar packages.
• Strong computer skills in office applications, including Excel, PowerPoint, and word.

PURPOSE OF THE POSITION

To improve health emergencies preparedness and response (EPR), WHO AFRO is establishing regional logistics hubs and launching its SURGE project in various African countries. These initiatives include the development of infrastructure projects in support of the Organization’s programs.

This function will be responsible for planning, designing, and monitoring construction projects at different locations across the Africa Region.

Thus, the Project Engineer will be responsible for managing the detailed design of facilities layouts and associated engineering infrastructures, project contract documentation, implementation of projects utilizing external contractors as well as internal engineering capability as applicable, coordination of multiple sub-contractors, quality control, coordinating consultant teams, database management, configuration management and ensuring that benchmarks and set timelines are met effectively by providing optimal engineering solutions.

Description Of Duties

The incumbent will report to the Regional Operations and Logistics Support Lead (1st level supervisor) at the Hub level while under the overall guidance of the Emergency Operations Support and Logistics Manager, who will also be the 2nd level supervisor.

The incumbent is expected to exercise full judgment in adapting or modifying relevant WHO guidelines with regards to designing and managing engineering projects. The incumbent will be expected to collaborate with WHO HQ and United Nations Regional Offices in infrastructure development projects, especially during the planning phases. The incumbent must have the capacity to work independently and exercise professional judgment while promoting the Organization’s interest and reputation.

Under The Direct Supervision Of The Project Manager Assigned By The Head Of Emergency Operations Support And Logistics Of AFRO, The Incumbent Is Responsible For The Following Duties

• Analyze the project briefs and requirements provided by the project manager and translate them into the requirement for types of procurement documentation, architects, certifying engineers, and quantity surveyors as required, and advise on the project assets, planning, construction, design, and maintenance of major systems and facilities such as buildings, roads, warehouses, space optimization, cargo loading, management systems, waste disposal systems, flood control systems, water treatment facilities, and related structures.
• Manage engineering services, including electrical networks, mechanical networks, water and sanitation systems, and knowledge of setting up contract documentation utilizing international standards such as NEC and FIDIC.
• Manage, evaluate, review and revise project documents, and analyze design specifications included in project proposals for accuracy, soundness, feasibility, and cost.
• Recommend solutions to unusual engineering problems as well as review technical studies on engineering topics, developing guidelines for the general planning and maintenance of programs and facilities.
• Review calculations on stresses and strain affecting proposed structures considering such factors as estimated load, water pressure, wind resistance, soil characteristics, temperature fluctuations, and the nature of building materials to be used.
• Prepare concepts and documentation requirements for senior management approvals, user approvals, sign-off designs, procurement, and implementation contracts to eventual sign-off and handover.
• Set technical requirements, design scopes, overall implementation timelines, measurables, budgets, and quality control parameters.
• Where relevant, coordinate consulting teams to provide architectural, engineering, quantity surveying, and related design and documentation inputs for full project implementation.
• Monitor and evaluate design development tasks and activities, translating this information into internal and or external reports on a weekly/monthly basis, and provide other technical and management support to senior staff, as and when requested.
• Provide feasible building systems that employ standard construction techniques following established design parameters related to commercial and industrial buildings, focusing on warehousing and storage infrastructure.
• Develop and implement a quality assurance program for all works securing compliance with design standards within two months of appointment.
• Develop Operations and maintenance (O&M) manuals for future maintenance of completed projects, ensure as-built drawings are provided, and camp masterplans are updated to reflect any changes.
• Verify that all tests are performed according to the contract documents and that responsible parties keep proper records and report test results.
• Maintain a presence at the assigned construction site(s) where feasible or assign staff.
• Observe and report external contractors’ work quality compliance as per contract guidelines, including completion of required forms, adhering to agreed work processes, and any other work modifications that are agreed on bi-weekly. This may be delegated to professionals that have been appointed for this purpose.
• Participate in, observe and accurately record and report all field quality testing of installations weekly.
• Monitor and ensure that all agreed work safety precautions (measures) as per contractors’ approved safety plan are fully implemented by the Contractor(s) and report on any breaches.
• Immediately report on any operational issues affecting or might affect the normal construction works related to materials, machinery, tools, and other violations of WHO norms.
• Observe record and report any environmental issues that affect or might affect the surrounding area, such as wastewater leakages or any stagnant water related to any flawed implementation.
• Observe, record, and report all damages to the surrounding infrastructure resulting from construction works or related operational activities.
• Ensure that engineering works (civil, electrical) are completed per the project specifications and the scope of works planning and contract documents.
• Conduct weekly joint inspections to control all construction activities on-site, and approve work certification, invoices, and as-built drawings.
• Analyze and advise on or be involved with the planning, design, construction, and maintenance of major systems and facilities such as buildings, roads, warehouses, storage facilities, waste disposal systems, water treatment facilities, and related structures and other engineering activities in the field needed for the logistics support of the intended WHO activities.
• Capture all defects during weekly inspections, address them, and supervise their rectification on time.
• Design support will include the design of camp layouts, roads, water drainage, walkways, engineering services, and reticulation networks (Water, sewer, recycled water, power, and access control. In particular, the coordination of Client needs and requirements, prescribing and allocating of space and facilities within international standards, preparation of Scope of Works, Bill of quantities, Project specifications, and tender evaluation criteria.
• Perform other duties as assigned.

Required Qualifications

Education

• Essential: First University degree in Civil Engineering.

Desirable

• Advanced degree in Civil Engineering.
• Formal training in project management.

Experience

• Essential: A minimum of five (5) years of experience in planning, designing and implementing infrastructure projects.

Desirable

• Relevant field experience in WHO or UN agencies or International NGOs in developing countries.
• Related experience in the context of emergencies or working in hardship locations.

Skills

To ensure the ultimate result of services, the incumbent should also:

• Ensure planned projects are optimally designed and fit for purpose, achieved within approved timelines, executed as planned, and with the right materials and equipment.
• Provide adequate support to management, project manager, colleagues, the professional team, and the contractor to ensure that construction works are carried out as specified in the scope of works and within agreed timelines.
• Ensure coordination between all involved parties so that construction or upgrade works are carried out effectively and in a timely manner.
• Ensure all necessary project records are maintained for proper monitoring, control, and reporting.
• Ensure operation and Maintenance (O&M) manuals are well developed and all necessary training completed.
• Set up a working monitoring and control system.
• Capturing Client needs, formulating engineering designs and compiling design, and contract documentation.

PURPOSE OF THE POSITION

In the context of the WHO Health Emergencies Preparedness and Response (EPR), at hub level, the incumbent will provide financial and administrative support. The purpose of this position is to manage and implement the administrative services of the Hub to ensure smooth running of general budget and finance, human resources, and overall administration of the office.

Description Of Duties

The incumbent will manage and implement the overall administrative services of the department/office in the area of work planning, monitoring budget and finance, human resources and all administrative services of the office. The Administrative and Finance Officer will report to the Operations Support and Logistics Officer (1st level supervisor), while under the overall guidance of the Regional Operations and Logistics Support Lead, who will also be the 2nd level supervisor.

Financial Management

Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to the needs and agenda:

• Monitor the implementation of Direct Financial Contributions (DFCs) to the Government, including the financial and technical reporting.
• Compile inputs to create and update cluster work plans in the Global Service Management (GSM); regular review of planned costs against work plan funding and award budgets.
• Complete Award Activation, Distribution, and Amendment requests.
• Monitor the utilization of award budgets against expenditures, award distributions against approved project funding, and PB allocations.
• Assist with supplier creation requests.
• Identify and process necessary revisions to expenditures, award budgets, and project funding.
• Ensure the smooth functioning of the GSM workflow process at the cluster level, including organizing regular briefings for staff members.
• Follow up on cancellation of encumbrances on activities.
• Perform any other related duties as assigned.

Human Resources And Procurement

• Assist the HR Unit in Leave administration for the team members; keep track of contract renewals of teams and takes action; accordingly, follow up on the Performance Management and Development System (PMDS) of team members; process periodic medicals, temporary recruitment and selection, and separations.
• Assist in monitoring and reviewing position costs and staff costs.
• Support and compiles requests for the procurement of goods and services; acknowledge receipt of goods and services, including the maintenance and updating of the cluster inventory on non-expendable items.
• Assist in the procurement of material resources to the level delegated to the cluster as and when required by the team.

Administrative Support And Coordination

• Perform overall coordination of cluster administrative and support services.
• Ensure compliance with organizational rules and procedures on all administrative and financial matters and transactions; undertake regular briefing sessions for team members.
• Follow-up on programme implementation, drawing the attention of the supervisor or other senior staff to problems, inconsistencies, and delays.
• Draft correspondence on own initiative or based on instructions; or redirect them as appropriate, drawing the attention of the supervisor or other staff concerned. To assist in drafting evaluations and justifications as required.
• Provide coordinating support in the preparation of meetings and seminars. Maintain a central list of trainers/resource people and supervisors from the regions and national institutes and collate all background documentation related to the activities. Assist with logistical arrangements as appropriate (i.e., arrange note-taking, coordinate preparation of minutes and reports, and arrange translation/interpretation).
• Provide admin support to the team members of the cluster, including the processing correspondences, travel arrangements, and meeting arrangements; and Maintaining a filing system.
• Provide support to staff in initiating Travel Requests (TRs) and advising on Travel Claim (TC) submissions with orientations on supporting documentation and Records Management (RMS) nomenclature.
• Ensure proper administration of physical resources and office arrangements for team members, including vehicles, office equipment, furniture, and supplies, and produce a status report regularly.
• Supervise the admin support team under the cluster, assign duties and monitor performance.

Required Qualifications

Education

• Essential: First university degree in Finance, Management, Business Administration, or related field from an accredited/recognized institute.
• Desirable: Advanced degree in Finance, Management, Business Administration, or related field from an accredited/recognized institute. Professional certification in areas such as finance, accounting, operations management, etc

Experience

• Essential: Minimum of five (5) years of experience in Engineering and Building Construction management, urban planning, architecture, water and sanitation or related field and at least two years’ experience at managerial level in a national or international organization.
• Desirable: At least five (5) years of relevant work experience in a comparable international organization in at least three of the areas below:
• Financial accounting, monitoring, and reporting, budget planning, processing of transactions, use of financial management systems, and audit.
• Procurement of goods and services, human resource support.
• Event organization, travel organization.

Skills

• Good knowledge and skills in accounting and finance.
• Concrete skills in managing administrative processes.
• Strong skills and understanding in the area of human resources.
• Sound skills in utilizing Enterprise Resource Planning Oracle systems or similar packages.
• Strong computer skills in office applications, including Excel, PowerPoint, and word.

WHO Competencies

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