Assistant (Facilities and Administration)

The WHO Global Service Centre (GSC) 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 (CSO) is to provide the swift and reliable delivery of a comprehensive array of services to all GSC and IDT-KL (Information Digital and Technology) staff based in the Centre, in the following areas: budget and finance, administration, human resources, business operations and staff medical services. The Administrative Services of the Centre (ASC) is responsible for the delivery of administrative support and services to the GSC.
 

Under the direct supervision and guidance of the Operations Specialist (OS), the incumbent shall perform the following duties:

1. Acts as focal point in GSC for fixed assets (tangible items such as equipment) management;

2. Ensures the management of fixed assets is in compliance with WHO and International Public Sector Accounting Standards (IPSAS) standards and that all the assets are well recorded, tracked, verified and disposed (when required) in a cost-effective manner;

3. Takes timely actions on transactions related to fixed assets, including but not limited to recording, barcode tagging, updating, transfer, revaluation, disposal, etc., as well as maintaining the corresponding electronic records;

4. Issues Declaration of Receipt of Goods by Staff Member (DOROG) and keeps the DOROG monitoring file up to date;

5. Performs annual physical verification and reconciliation of fixed assets based in the GSC Office and consults Operation Specialist for any discrepancies and submit relevant reports according to the requirements and schedule;

6. Arranges for necessary preventive maintenance for all related office equipment to ensure their good working condition;

7. Supervises and manages technical personnel under maintenance contractor and housekeeping contractor stationed at GSC and ensure fulfilment of the building maintenance and housekeeping service contract(s) between contractor(s) and WHO while ensuring the effective use of the resources deployed;

8. Co-ordinates with the building's landlord on all facility matters which are under the landlord's responsibility and organize meetings when required;

9. Provides logistics support for room set up of conferences, meetings and trainings held in the GSC, and set up of staff's workstations;

10. Initiates all administrative actions related to goods and services procurement and supplies, and follow up as needed, including using the Global Management System (GSM) or Business Management System (BMS);

11. Ensures relevant parts in the Staff Information System (SIS) is up to date;

12. Performs other related duties as required.
 

Essential: Secondary school education or equivalent with thorough training on administrative duties.
Desirable: Relevant higher diploma or degree.
 

Essential: At least 5 years of relevant experience in the area of general office/administrative work or, 4 years with first level university degree or, 3 years with an advanced university degree.
Desirable: Work experience in WHO or in another international organization. Experience working in a multi-cultural environment. Experience in working on facility management.
 

1. Thorough knowledge of office procedures and ability to acquire knowledge, understand and apply WHO policies, rules and regulations; 

2. Results oriented, good interpersonal and communication skills; 

3. Ability to act with tact, diplomacy, good judgement, discretion and respect for confidentiality; 

4. Ability to analyze and interpret source documentation and data; 

5. Ability to draft correspondence, summary of meetings, and notes for the record. Ability to discern routine from non-routine;

6. Good computer skills and ability to adapt to various software applications; 

7. Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.
 

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Moving forward in a changing environment
 

Essential: Expert knowledge of English.

 

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 MYR 67,070 (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 including those of a temporary nature.

• 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/ [link removed]. 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 Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.

• WHO is committed to creating a diverse and inclusive environment of mutual respect. 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.

• 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 [link removed]) are strongly encouraged to apply.

• Persons with disabilities may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to [email protected] [link removed] with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.

• 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 [link removed] 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. [link removed]

• 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 protected] [link removed].

• 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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