Operations Assistant (Facilities)
OBJECTIVES OF THE PROGRAMME
The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal changes. The division projects are designed to increase productivity, ensure financial sustainability of the region's structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being. The purpose of the Administrative Services and Conferences (ASC) unit is to deliver efficient, cost effective and responsive logistical and administrative support through a service-oriented approach for the day-to-day operations and staff of the EURO offices and related entities.
DESCRIPTION OF DUTIES
As part of the Administrative Services & Conferences Unit (ASC), the incumbent ensures efficient facilities services for the WHO/Europe Istanbul Hub. Under direct supervision of Operations Officer and broad guidance of the Regional Admin Services Manager, the incumbent will: Issue ID and access cards to personnel and visitors. Update records in the system to ensure that all access cards are accounted for and access to restricted areas are only given to authorized individuals. Assist in providing welcome orientation to new personnel of the Hub on issues related to the premises and facilities, within their first day on premises and in coordination with the HR Business Partner / HR Associate. Maintain the fire warden roster and liaise with building managers and security for relevant arrangements; Assist in organizing briefings for newly recruited staff on emergency procedures and in implementation of emergency requirements such as fire and earthquake drills. Maintain and update data required for emergency contacts by WHO and US Assist operations associate in the oversight of cleaning service and maintenance contractors to ensure fulfillment of the servicing / maintenance contracts through the effective use of the resources deployed. Follow up on service quality, when necessary, assist supervisor in the coordination with landlord on all facility and security matters which are under the landlord's responsibility and organize meetings when required. Liaise with responsible officer, UNDSS, service provider and landlord, where applicable, to ensure the Hub's security measures and procedures are in place and compliance with Security Risk Measures. Regularly review the system and equipment in all areas of the facilities and recommend measures for improvement. Assist with internal office moves in the Hub; perform regular survey of desk occupancies, update seating plans and directory information accordingly. Liaise with service providers to carry-out necessary preventive maintenance for the Hub's office equipment and furniture, in offices, meeting rooms and all shared spaces, to ensure their good working condition. Provide daily support for courier services/mail and pouch for the Hub; assemble/pack shipment and correctly label packages with necessary documentation for dispatch; handle goods registry; prepare receiving reports for goods delivered in a damaged condition to facilitate the filing of claims or returning items to suppliers; liaise with the relevant team regarding received goods in comparison with purchase orders and supplier' invoices. Assist the Fixed Asset Focal Point to manage the Hub's central storage of assets and supplies, control receipt, storage and issuance of supplies, ensuring that the storage is kept and maintained in order (clean and secured). Initiate correspondence and enquiries pertaining to office supplies and equipment kept in store; liaise with Fixed Assets focal point on the issuance of assets; conduct regular physical inventories of centrally managed office supplies and equipment; ensure that re-ordering/replenishment of items takes place at appropriate times. Make recommendations for the disposal of surplus, obsolete, old and slow-moving items. Ensure timely delivery of requisitioned supplies for meetings and office usage by Hub Provide support for meetings and events organized by the Hub; including the scheduling and setup of meetings and training rooms in the premises. Provide backup support within the unit for other duties, and perform other related duties as required or assigned by supervisor.
Essential: Completion of secondary school education.
Desirable: University degree relevant to the area of work
Essential: At least five years' experience working administrative services, premises, facilities, maintenance services, guest/client relations or meeting support.
Desirable: Experience in UN system or an international environment.
Computer literacy, including good knowledge of Word and Excel. Very good skills in managing and processing data. Proficient in MS Office, SharePoint, photo software. Proactive, service-oriented, meticulous and committed to achieve results in an established timeframe. Ability to achieve objectives in an efficient and effective manner. Ability to foster and maintain effective teamwork. Attention to high standards of hygiene and cleanliness in office spaces, including service and common areas to offer a healthy and welcoming office environment at all times. Emotional intelligence: ability to identify and manage one's own emotions, as well as helping others to do the same.
Respecting and promoting individual and cultural differences
Knowing and managing yourself
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of Turkish.
Desirable: Intermediate knowledge of French, Russian, German.
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 USD 16,901 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
- 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 and/or an asynchronous video assessment 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.
- According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
- Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
- The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
- The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (
- ) are strongly encouraged to apply.
- Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to
- An impeccable record for integrity and professional ethical standards is essential. 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.
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- WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
- The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
- Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at email@example.com.
- This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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