WMO Geneva, Switzerland
VACANCY NOTICE NO: 2058 INTERNAL
DEADLINE FOR APPLICATION: 13 December 2019
Coordination Officer (5 posts)
COMMENCEMENT OF DUTY
1 January 2020
or as soon as possible thereafter
NATURE OF APPOINTMENT
Fixed-term – 2 years
Infrastructures Department; Services Department; Science and Innovation Department; Member Services and Development Department; Cabinet Office
WMO is committed to achieving diversity and a balanced workforce. Applications are welcome from qualified women and men, including those with disabilities. The statutory retirement age after 1 January 2014 is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
DUTIES AND RESPONSIBILITIES
Within delegated authority, the incumbent will support the Director to ensure efficient interdepartmental coordination and the administration of their Department through liaison with the relevant offices in the Governance Services Department. The Coordination Officer works in close collaboration with their counterparts in other Departments to coordinate activities horizontally, create synergies, and avoid duplication of effort in WMO. The function covers professional administrative responsibilities in the area of human resources, planning, programming/budgeting, and implementing, monitoring and evaluation of business functions. Specifically, the incumbent will perform the following duties:
Support to the Director and Inter-departmental Coordination
(a) Provide administrative support to the Director in implementing the Department’s mandate; keep the Director informed on all matters requiring his/her personal attention, assist in formulating options as to how those matters might be handled and ensures appropriate follow-up, as directed;
(b) Organize and manage the Director’s meetings and mission events, prepare written summaries and conduct follow-up activities, as appropriate; coordinate/draft correspondence for the Director’s signature;
(c) Work in regular and close collaboration with counterparts in other Departments, especially other Coordination Officers, to ensure consolidation of efforts and creation of Organization-wide synergies;
(d) Organize and conduct briefings or trainings for other Coordination Officers and support staff on topics that require an Organization-wide action; draft proposals for new policies or procedures to be analysed and consolidated; make presentations on assigned topics/activities;
(e) Coordinate the Department’s contribution to meetings, steering committees, and other corporate activities ensuring timeliness and high quality of input;
(f) Ensure that the substantive input of the respective Department is provided into the work of other Departments;
(g) Monitor the Department’s adherence to key performance indicators, prepare statistics, analyse trends and recommend mitigating actions to be undertaken by the Director;
Human Resources Management
(h) Coordinate effectively with the relevant counterparts in the Governance Services Department all actions relative to the administration of human resources activities in the Department, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training, etc.;
(i) Act as first instance for queries by staff from the Department regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations;
Budget and Finance
(j) Provide effective support to the Director by following up on the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued;
(k) Monitor and review the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan;
(l) Coordinate the production of programme reports;
(m) Work on improving budget reporting systems and cost-effective utilization of programme resources;
(n) Develop and implement procedures to ensure that accounting and financial management controls are consistent with WMO policy and practice;
(o) Supervise and/or provide guidance and coordination on financial administration (programme/project preparation and submissions, progress reports, financial statements etc.) and prepare related documents/reports as well as the management information issues and practices to colleagues within the Department;
(p) In close cooperation with relevant colleagues, coordinate Department’s activities related to multilingual publishing, production of documentation for the sessions, procurement, billing and receipt of income from various services, operational travel programme and organization of meetings, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services;
(q) Prepare various written outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, etc.;
(r) Contribute to the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary;
(s) Research, analyse and present information gathered from diverse sources;
(t) Participate in the development, implementation and evaluation of assigned programmes/projects, etc; monitor and analyze programme/project development and implementation; review relevant documents and reports; identify problems and issues to be addressed and propose corrective actions; liaise with relevant parties; identify and track follow-up actions;
(u) Carry out other relevant duties, as required.
Bachelor’s degree or equivalent in business or public administration, social or political sciences, international relations, economics, law, or a closely related field.
A minimum of five years of national and international progressively responsible experience in administration, finance, human resources or governance management or related filed.
Proven ability to lead a significant number of General Service staff, ability to coordinate and collaborate across organizational boundaries, excellent technological awareness and ability to leverage technology in the application of administrative processes. Good managerial and supervisory skills. Sense of responsibility, maturity of judgement, initiative and originality of ideas. Excellent coordination, analytical, communication and interpersonal skills. Ability to work in a team in a multicultural environment and to foster diversity and team spirit.
Excellent knowledge of English (both oral and written). Knowledge of French is desirable. Knowledge of other official languages of the Organization would be an advantage.
(Note: The official languages of the Organization are Arabic, Chinese, English, French, Russian and Spanish.)
The Secretary-General may appoint a candidate at a grade below the advertised grade of the post, with the possibility of promotion to that grade within three years of appointment, subject to satisfactory appraisal of performance.
Possibility of renewal subject to the availability of funds and pending satisfactory performance after an initial probationary period of one year which can be extended up to a maximum of two years.
SALARY AND ALLOWANCES
Annual net base salary on initial appointment is: US$ 60233
Annual post adjustment on initial salary is: US$ 48789 (in addition to the net base salary)
THIS POST IS OPEN ONLY TO WMO INTERNAL STAFF.
Only applicants in whom WMO has a further interest will be contacted. Shortlisted candidates may be required to sit a written assessment and/or an interview.
Date of issue of vacancy notice: 30 November 2019