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 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, protocol, privileges, and security.

DESCRIPTION OF DUTIES

As part of the Administrative Services & Conferences Unit (ASC), the incumbent provides assistance to the Regional Office (RO) in the following areas: facilities services, RO goods registry and central stores, office supplies distribution, dispatch and client services. Under the broad guidance of the Head of ASC Unit and supervision of the Operations Associate (Facilities and Assets), the incumbent will assume the following duties: Maintain the RO fire warden roster and liaise with building for relevant arrangements; assist in organizing briefings for newly recruited staff on emergency procedures and in implementation of emergency requirements such as fire drills; maintain and update data required for emergency contacts Assist with RO office moves; perform regular survey of desk occupancies, update floor plans and directory information accordingly Carry necessary preventive maintenance for all related office equipment and furniture to ensure their good working condition Assist in providing facilities support, liaise with cleaners and/or building maintenance to follow up on service Day-to-day support for courier services/mail and pouch; assemble/pack shipment and prepare necessary documentation for shipment, ensuring efficient and effective services. Process back charging to units/offices for related dispatches and to personnel for cost of private use. Handle RO goods registry and their internal distribution in connection with UN City Mailroom; prepare reports for received goods delivered in a damaged condition to facilitate the filing of claims or returning items to suppliers when required Day-to-day management of a central store, control receipt, storage and issuance of assets and 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 Coordinate with Assistant (Supplies) regarding the inspection of received goods in accordance with EURO standards, as well as, comparing delivery details with purchase orders and suppliers’ invoices. 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 distribution/delivery of requisitioned supplies for meetings and office usage Act as back up for RO asset management and assisti n physical verification when required Perform other related duties as required or assigned by supervisor.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education
Desirable:

Experience

Essential: Five years’ experience in working with premises facilities, asset management, maintenance services and/or handling of mail/courier services.
Desirable: Relevant experience working in WHO or the UN system. Familiarity with UN City.

Skills

Essential:

• Good knowledge of MS Office, especially Excel.
• Proactive, service-oriented, Ability to achieve objectives in an efficient and effective manner.
• Ability to foster and maintain effective teamwork.
• Action oriented, attentive to little details and committed to achieving outcomes.
• Emotional intelligence;
• Ability to identify and manage one’s own emotions, as well as helping others to do the same.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Knowing and managing yourself
5. Producing results

Use of Language Skills

Essential: Expert knowledge of English.
Desirable: Intermediate knowledge of Danish. Intermediate knowledge of Russian,French,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 333,277 (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 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 (https://www.who.int/careers/diversity-equity-and-inclusion) 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 reasonableaccommodation@who.int

• 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.

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

• 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 shws@who.int.

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

• In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click this link for detailed guidance on completing job applications: Instructions for candidates