Administrative Services Officer (ASO) - WHO

Vacancy Notice No: HQ/13/GSC/FT78:

Title: ADMINISTRATIVE SERVICES OFFICER (ASO)

Grade: P3

Contract type: Fixed-Term Appointment

Duration of contract:  2 years (initially)

Application Deadline: 12 April 2013

Duty Station:  Kuala Lumpur, Malaysia

Organization unit: HQ/GSC Global Service Centre (HQ/GSC) / HQ/CSO - Centre Support Office (HQ/CSO)

OBJECTIVES OF THE PROGRAMME : The WHO Global Service Centre provides client-oriented administrative services to all staff and all WHO Offices worldwide in the respect of human resources, payroll, procurement, accounts payable and support of specific corporate IT applications. The aim of the Centre Support Office is to provide the swift and reliable delivery of a comprehensive array of services to all staff based in the Centre, in the following areas: budget and finance, administration, human resources, business operations.

Description of duties: The incumbent has the overall responsibility for the planning, monitoring, evaluation and provision of all the following administrative services in accordance with WHO rules and established procedures: - Building Management & Maintenance; - Overall security and office services; - Travel and transportation; - Conference services; - Registry and communications. - Guidance, coordination and supervision of work performed by staff under his/her supervision. The incumbent is responsible for the following duties: 1. BUILDING MANAGEMENT, MAINTENANCE & SECURITY - Maintenance, repair and renovations and eventual construction of/at the office premises and installations, including management of office space, housekeeping, electricity, electronics, ventilation and air-conditioning and furnishings. - Provide technical advice and work out in detail together with architect or engineer, plans for new constructions such as a new office, storage, etc. - Ensure that preventive and corrective maintenance are implemented in a timely manner to prevent work disruptions, including the periodic testing of the critical equipment, i.e., Uninterruptible Power System, fire alarm system and main generator testing. - Development and implementation of space allocation plans for office and storage space, ensuring optimal working conditions for staff on the premises, taking into consideration the fact that the facility is to be fully operational on an extended work-schedule. - Maintain a close liaison with the appropriate government officials, local service providers and contractors to ensure the provision of negotiated services and support documentations. - Closely cooperating with external collaborators, negotiating favourable contract arrangements for outsourced services, including supervision of subcontracted staff ensuring efficiency, effectiveness and economy of services provided (cleaning services, building preventive/corrective maintenance and catering), as well as close liaison with public utility providers (IT connections; public facilities, electricity) to ensure the uninterrupted functioning of the Centre and the services provided by it. - Security: Development of safety and emergency guidelines including evacuation plans for the Centre in case of incidents in and outside of the perimeter of the facility (fire; strike; political unrest, etc.); ensuring safety of staff and protection of assets through close collaboration with fire/police and security services of the host country's administration; ensuring that staffing lists and staff details are constantly kept updated at any time. - Safety - responsible for the safety of the premises and personnel; ensure that the security equipment are kept in good working order and ensure communications of staff in case of emergency. - Overall responsibility for the reception desk, the managing of public access to the facility, staff access, space allocation (including car park arrangements) and the development of back-up services in case of interruptions or adverse conditions at the locality (natural disasters). - Provision of catering services if required. 2. PRIVILEGES AND IMMUNITIES FOR STAFF AND ORGANIZATION - Support international staff in relation to their privileges deriving from the Host Agreement between WHO and the Government of Malaysia at their initial installation and throughout their stay, i.e., working visa, tax/duty-free importation and shipment, driving license. - Preparing of the communications to the Ministry of Foreign Affairs, Ministry of Finance & Home Affairs (Land Transportation Office & Customs) in case of contentions and deviations from the Host Agreement, drafts letters to the appropriate authorities and recommends action to be taken. 3. FIXED ASSET AND INVENTORY MANAGEMENT - Responsible for the overall asset management in compliance with WHO and IPSA standards with the aim to ensure that all assets are well protected and managed in a cost-effective yet sustainable and reliable way, balancing the need for expenditure with financial constraint. - Setting the standards for and initiating procurement of office supplies, equipment and stationeries and ensuring controlled distribution. - Responsible for managing and coordinating the receipt, recording and disposal of the fixed assets and inventory, and the conduct of the annual physical verification through the global barcode system in GSM and submission of the required report to Headquarters and Property Review Committee. - Manage and supervise stores operation in accordance with best practices. 4. LOGISTICS AND CONFERENCE SERVICES: - Provide support and advice to the organizing unit on the planning, coordination and execution of logistic arrangements for all conferences/ meeting held in the Global Service Centre. - Responsible for provision of the required meeting rooms and all the required facilities, equipment and supplies. - Registry - ensure that mail, correspondence, pouch and archive operations are carried out smoothly. 5. TRAVEL & TRANSPORTATION - Oversee the work of the accredited travel agency to ensure compliance to the global agreement and travel policies. - Ensure timely renewal of official documents (UN Laissez-Passer, working visas, etc.) for all staff and their recognised family members. - Provision of for staff members in removal of personal effects, processing of insurance claims for baggage, household goods and official shipments and the selection of removal firms. - Provision of transport for official purposes either by allocation of WHO official vehicles or by car rental. Maintenance of WHO vehicles. 6. OTHER DUTIES - Represent WHO in UN working groups in integration of administrative services in the area of responsibility. - Act as the security focal point for the Centre and responsible to closely coordinate with the Security Office/HQ and UN Department for Safety and Security (UNDSS) in Malaysia to ensure security compliance of staff, premises, equipment and vehicle

REQUIRED QUALIFICATIONS

Education: Essential: University degree in engineering, architecture or closely related field.

Skills: ESSENTIAL - WHO Competencies: *1. Communicating in a credible and effective way *2. Fostering integration and teamwork *3. Creating an empowering and motivating environment 4. Ensuring the effective use of resources ESSENTIAL: - Extensive knowledge of the UN security management system; - Ability to establish relations with security authorities at a high level; - Team management skills in an international, multi-cultural and multi-disciplinary environment; - Excellent negotiation, diplomacy, advocacy, and interpersonal skills; - Proven analytical and communication skills and ability to propose appropriate solutions to client's needs; - Thorough knowledge of the WHO financial rules and regulations, including the procurement and contracting and fixed asset and inventory management; - Ability to identify key strategic or operational issues, opportunities and risks; - In-depth knowledge of administrative, building and security management, travel and transportation, logistics and conference services. - Computer literacy including proficiency in MS Office applications. DESIRABLE: - Knowledge in use of an ERP system such as ORACLE.

Experience: ESSENTIAL: A minimum of 5 years of experience at the international level in building and security management, administration or other work related to the duties to be performed. DESIRABLE: Previous relevant experience in WHO or UN agency, preferably in a developing country.

Languages: Expert knowledge of English both written and spoken to be able to interact with government officials. Knowledge of other official WHO language(s) would be an advantage.

Additional Information: - Only candidates under serious consideration will be contacted. - A written test may be used for screening purposes. - This vacancy is published in English only. - The following priority order will be observed in the screening of candidates: 1. WHO staff members (Continuing, Fixed-Term and Temporary appointments), 2. External candidates.

Annual salary: (Net of tax) USD56,091 at single rate USD60,091 with primary dependants

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.