Assistant

OBJECTIVES OF THE PROGRAMME

The role of the Division of Business Operations (BOS) ensures the productivity and transparency of the technical programmes and the implementation of the EPW. BOS oversees budgetary and financial accountability with a risk-based approach to support the management of entrusted resources with close attention to value-for-money principles. BOS implements projects to improve EURO's productivity and ensure financial sustainability of the region's structures; develop a client-oriented culture among the enabling services; strengthen Country Office capacities; and drive strategic initiatives to enhance staff motivation and productivity. BOS strives to strengthen the capacity of the Regional Office to react in an agile way to external and internal changes.

The purpose of the Administrative Services and Conferences (ASC) unit is to deliver efficient, cost effective and responsive support through a service-oriented approach for the day-to-day operations of EURO.

Responsibilities include:

Infrastructure - premises & facilities, office space, asset management;

Logistics - travel, transport, mail & shipment, conferences, printing, records;

Administrative services - office supplies, records, privileges, and security.

DESCRIPTION OF DUTIES

The incumbent will provide effective administrative support to the WHO/EURO in areas of security and safety, facilities and logistics, including to the COs and GDOs.

Security and safety

1. Assist the ASO in ensuring security and safety compliance for EURO in accordance with the policies and guidelines of the UN Department of Safety and Security (UNDSS); Assist in liaison with UNDSS, UN City Security or local authorities in case of security incidents related to EURO staff, vehicles or premises;

2. Maintain the RO floor warden roster and coordinate regular trainings of wardens in collaboration with UN City Security; advise RO staff on emergency procedures, arrange briefings/trainings for staff in coordination with UN City Security on security awareness and preparedness and for newly-recruited staff;

3. Assist in facilitating and maintaining the Security Plan and Warden System, including updating staff lists for emergency communication and assisting in the dissemination of important security notices/information;

4. Liaise with UN City Security regularly to update RO access list based on personnel changes; assist the ASO in updating staff information database to ensure accurate and timely submission of quarterly reports to UNDSS;

5. Assist the ASO in maintaining and updating data for the RO's Business Continuity plan

Facilities

6. Liaise and follow up with UN City Common Services building management on relevant maintenance and facility matters for WHO office and storage areas;

7. Carry out preventive checks and maintenance for RO office equipment to ensure their good working condition; oversee maintenance contractor and ensure fulfillment of service and good use of resources;

8. Regularly update RO space maps and liaise with ICT to ensure correct data for office directory;

9. Oversee a store for RO supplies and assets; register and maintain file for supplies and assets received, control storage and distribution of supplies and assets; ensure that the storage is kept and maintained in a safe and organized manner; maintain a stock control system to record and manage the movements; conduct regular physical inventories of all items kept on the premises; ensure timely delivery to offices or meetings; periodically check stock level to ensure replenishment or adjustment at appropriate times;

10. Assist in annual physical verification of RO assets in coordination with the fixed assets focal point.

Logistics

11. Maintain contacts with COs/GDOs, HQ as well as UN City mail room and courier/pouch service providers to ensure timely and cost-effective dispatch/receipt of mail/courier/pouch; maintain log and adhere to rules on dispatch of materials by pouch/mail/courier; assemble/pack and prepare documents for dispatch to COs/GDOs; prepare reports/statistics as required.

Other duties

12. Act as back up driver of official vehicles and perform driving duties as required or assigned

13. Perform other duties as required

REQUIRED QUALIFICATIONS

Education

Essential: Secondary school education or equivalent.
Desirable: Security training; training in IT and security equipment and systems infrastructure.

Experience

Essential: Three years of relevant work experience.
Desirable: Relevant experience working in WHO or the UN system.Practical experience in security and/or facilities' administration. Driving experience

Skills

Essential: Proven skills on standard office software. Advanced knowledge of Microsoft Excel and database software. Experience in the use of an ERP system.Demonstrated knowledge of office procedures and the working of different government agencies such as police department, UN or embassies. Sound judgment, integrity and tact when dealing with others. Emotional intelligence; Ability to identify and manage one's own emotions, as well as helping others to do the same.

Desirable: Proven technical skills and competency to operate and maintain IT, telecommunication and security equipment and systems infrastructure for a secured organizational office environment.Demonstrated knowledge of the WHO or UN security and office rules and procedures.

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: Expert knowledge of Danish. Intermediate knowledge of French,Russian,Germa.

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 285,704 (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.

• Staff members in other duty stations are encouraged to apply.

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

• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• 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.