Executive Assistant (Building Management Services)

OBJECTIVES OF THE PROGRAMME

The Administrative Services Unit (ASU) provides collaborative, client-focused, quality and results-oriented administrative services to all staff primarily in the Regional Office (RO), but also in the eleven country offices within the South-East Asia Region. The aim is to provide efficient and reliable delivery of comprehensive services in buildings management and office services, security, asset management & supplies, records & archives, travel & transportation, conference & logistics to staff in order to enable them to carry out their mandate at ease.

DESCRIPTION OF DUTIES

Under the direct supervision of the Executive Associate (Building Maintenance) and overall guidance of the Administrative Officer, Building and Security (ABS), the incumbent will perform the following duties:

1. Assist with the daily operation, maintenance and minor repair of all SEARO office buildings and storage premises to ensure sustainable and quality functioning and/or continuous availability of all building utilities, building technical support systems, civil engineering infrastructure, ancillary equipment, furniture and furnishings. Suggest and takes preventive action to avoid any potential breakdowns/interruptions.
2. Support the Executive Associate (BMS) as directed with coordinating essential contractual staff to properly carry-out operations on building and facilities services, including housekeeping, engineering services, premises safety and security, preventive/maintenance, repair and alteration/upgrade.
3. Assist supervisor in procurement of goods/services related to building management services.
4. Assist with the refurbishment/new construction works, new installations and contractual services. to ensure the quality of works/services performed is in accordance with set terms and conditions, codes and standards and objectives. As directed, oversee and monitor day-to-day BMS works and services. Assist with the timely and accurate processing of all associated invoices.
5. Liaises with concerned building service providers, local utility providers, etc. as needed.
6. Assist with accurate record keeping of engineering drawings, utility consumption/savings, etc. records for all building infrastructure, equipment and systems. Draft preventive/corrective maintenance schedules, routine correspondence, etc. for review by supervisor.
7. Assist with sustaining and improving a safe and clean office working environment through regular inspection and control of indoor air quality, pest control, drinking water quality, food quality, etc. based on established contractual service levels.
8. Assist with space planning/allocation/accommodation, staff relocations and meetings and conference services support upon receipt of requests from technical units.
9. Perform any other duties as assigned by supervisor.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of Secondary school education

Desirable:

• A formal training from a recognized technical institute in engineering or architecture.
• Awareness of basic building occupational safety and environmental health standards and knowledge of local and electrical regulations.
• Training/knowledge of work-related computer applications and related software.

Experience

Essential: Minimum of five (5) year’s relevant experience.

Desirable:

• Experience in WHO or another UN/International organization is an advantage.
• Knowledge and use of Computer Aided Design (CAD) software for office space planning purposes is an advantage.

Skills

• Good knowledge and skills in basic engineering principles in the operation and maintenance of building electrical and mechanical equipment and technical support systems.
• Knowledge of operation and maintenance of premises electrical systems, life safety systems, fire detection and suppression fighting, hydraulics, ventilation, air-conditioning systems, and other major technical building support systems/equipment.

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

• Proficiency in the use of modern office software packages, such as MS Office (Word, Excel, PowerPoint, Outlook, etc.) and standard office equipment.
• Working knowledge of GSM system, managing staff and resolving related matters.
• The position involves frequently visiting all areas of the building and construction sites.
• The incumbent is expected to be well-experienced and trained to be able to identify and understand electrical and mechanical hazards and precautions within a building workplace environment.
• The incumbent shall understand and be able to interpret WHO guidelines, rules and procedures; engineering blueprints and related technical documentation; and local and national building engineering codes, standards and specifications.
  

WHO Competencies

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

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Hindi.

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 INR 882,167 (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 prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

• 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.