Assistant, Fixed Assets

1. Fixed Asset and Inventory Management\: 

This includes the coordination, supervision and overseeing the execution of all the activities connected to recording, tagging, storing, monitoring movements, disposing, selling of assets, as well as maintaining the corresponding electronic records. It also includes physical verification and report for audit purposes. 

In particular, the incumbent will\:

1. Supervise the receipt of and record fixed assets, maintaining the EURO Fixed Asset Register with all information related movements of fixed assets inside and out of the Regional Office, in accordance with WHO Manual provisions;

2. Conduct the periodic physical verification (at least once every biennium) of all WHO assets and reconcile them against the Fixed Asset register;

3. Prepare discrepancies report for management control and financial decision purposes (items not recorded, not found or disposed of);

4. Supervise the preparation of write-offs, disposal and physical inventory reports and other statistics;

5. Provide administrative support to regional and country offices concerning system operations and fixed asset management;

6. Prepare necessary documentation such as memos to the Property Survey Committee (PSC) to seek approval to dispose or write-off off assets, certificate of donation, and necessary gate passes for assets moving out of WHO premises;

7. Perform appropriate action to implement the decision of the PSC, i.e., dispose of fixed assets (sale, donation, transfer or recycle), in accordance to the WHO manual provisions; 

8. Keep records of all gifts donated to WHO and report on losses and damages to PSC.

9. Answer queries of FA specialists from HQ and Globally Dispersed Offices and Country Offices as well as other regional offices concerning FA functionalities and standard operating procedures, so as to ensure proper management of WHO assets; 

10. Perform other related duties as required. 

2. Facilities Management\: The incumbent is responsible for the facilities, office space and archive management. 

1. Assists ASO in updating the record and details of Property\: Land and Buildings (Real Estate) and Capital Master Plan for the WHO offices on the European region; 

2. Collects the information required for submission of IPSAS compliance report\:a. Rented/Donated Premises Report for the European Region; b. Building Impairment review;c. Capital Improvement;d. Construction In Progress;e. Capitalized Equipment Impairment;f. Premises, building and vehicle insurance report.

3. Assists ASO in coordinating the space allocation and all office move related issues on the WHO/EURO premises in Copenhagen;

4. Assists in the collection of information to prepare an estimated cost of the renovation, preparation of bidding documents and supervising work on the premises;

5. Oversees and coordinate office equipment and furnishings purchases and their distribution; 

6. Monitors the state pf WHO/EURO premises identifying those due for preventive maintenance, bringing matters that need resolution to ASO's attention, to the UN campus Common Services or to the Building Management Unit;

7. Is responsible for the maintenance of the archive areas and the efficient use of the allocated storage space, advising staff on the distribution of space. Maintains the storage room safe for work and in good order;

8. Maintains updated office floor plans and guidelines on emergency procedures in WHO premises including list of evacuation personnel and floor wardens;

9. Maintains the necessary records and control documents for fixed assets taken out of the premises, and make recommendation for improvements, also related to the control of the gatepass;

10. Assists ASO in ensuring that WHO/EURO premises are Minimum Operating Security Standards (MOSS) compliant;11. Is responsible for the required physical set-up of office and meeting rooms in coordination with the Conference Assistant;

Performs other duties as required.

REQUIRED QUALIFICATIONS

Education

Essential\: Secondary school education or equivalent.
Desirable\: Post secondary education or specialized training in the area of fixed assets/inventory management

Experience

Essential\: At least five years of experience in the administrative field including use of management information systems.
Desirable\: Experience in asset management. WHO/UN experience. Knowledge of WHO rules, regulations and procedures related to the work.

Skills

Training on facilities managementand asset management and/or similar related trainings or relevant work related experience. Computer literacy, including ability to use a variety of software packages, especially Excel, Powerpoint &VisioDesirable\: Storage management

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Producing results

Use of Language Skills

Essential\: Expert knowledge of English.
Desirable\: Intermediate knowledge of Danish. Intermediate knowledge of French,German or Rus.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at DKK 317,138 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• 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\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• For information on WHO's operations please visit\: http\://www.who.int.

• WHO is committed to workforce diversity.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.