Assistant Operations

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

Experience:

Essential:

• Five years’ experience in working with premises facilities, asset management, maintenance services and/or handling of mail/courier services.

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.

Language Skills:

Essential:

• Expert knowledge of English.

Source:  https://careers.who.int/careersection/ex/jobdetail.ftl?job=2402527