3 October 2013
The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No:HQ/13/GSC/FT414
Title: Assistant (Facilities & Administration)
Grade: G5
Contract type: Fixed-Term Appointment
Duration of contract: 2 years initially
Date: 2 October 2013
Application Deadline: 23 October 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 (GSC) provides administrative services to all staff and all WHO offices worldwide in respect of human resources, payroll, procurement, accounts payable and support of specific corporate IT applications. The aim of this Centre is to serve as the global platform for the swift and reliable delivery of a comprehensive array of products and services covering all these fields.
The Centre Administrative Services (CAS) is responsible for the delivery of administrative support and services to the Global Service Centre.
Description of duties:
Under the direct supervision and guidance of the Admin Services Officer (ASO), the incumbent shall perform the following duties:
- Responsible for the preparation of correspondence and documentation to government agencies, embassies and other UN agencies on matters pertaining to renewal of passports/UNLPs and working permits, applications for visas, registration of official and personally-owned motor vehicles by international staff, renewal of driver's licenses and road tax and customs clearance for incoming shipment. When required, completes formalities in respect of/for applications for visa, Ministry of Foreign Affairs Identity Card (MFA-ID), insurance claims, customs clearances, etc.
- Controls receipt, storage and issuance of consumable supplies, ensures that the storage is kept and maintained in order (cleans and secured with special emphasis on safety from bad elements, wear and tear; etc.
- Initiates correspondence and enquiries pertaining to office supplies and equipment kept in the office storerooms;
- Conducts regular physical inventories of all office supplies, stationeries and hospitality stocks kept on the premises; including non-expendable supplies;
- Monitors the work of all outsourced service contractors including work schedules and accomplishments to ensure completion of assignments and full complement at all times;
- Provides support in the routine aspects of logistics support to conferences, meetings, seminars, workshops held in the Global Service Centre;
- Performs typing and filing functions in support of functional areas of assignment;
- Assists in the generation of the required reports using the Staff Information System;
- Manages the daily agenda for the office driver in respect of official trips for the Director as well as for official visitors;
- Designs/oversees routine data collection for issues pertaining to staff-related surveys within the Global Service Centre and its staff;
- Replaces other colleagues within the unit i.e. Receptionist when required;
- Performs other related duties as required.
REQUIRED QUALIFICATIONS
Education:
- Secondary school education or equivalent.
Skills:
- Must be IT literate and have demonstrated skill and proficiency in the use of computers.
- Knowledge of standard office software (MS Office), as well as the use of in-house IT systems.
- Demonstrated ability to work in a multicultural workplace.
- Good oral and written communication skills.
WHO Core competencies:
- 1. Communicating in a credible way
- 2. Fostering integration and teamwork
- 3. Knowing and managing yourself
- 4. Producing results
Experience:
- At least five years of general office/clerical work.
Languages:
- Excellent knowledge of English both written and spoken, and knowledge of Bahasa Melayu required, and knowledge of another WHO language an advantage.
Additional Information:
- This vacancy is open to candidates in the local commuting area.
- Only candidates under serious consideration will be contacted.
- Other similar positions at the same level may be filled from this Vacancy Notice.
- A written test may be used for screening purposes.
- 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)
MYR45,838 at single rate
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.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
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