Administrative Services Officer -- WHO, Denmark

Administrative Services Officer
Vacancy Number: EURO/14/FT637
Duty Station: Copenhagen Denmark
Grade: P4
Contract Type: Fixed-Term Appointment
Application Deadline: 19 December 2014

As part of the support programme activities, the Administrative Services and Conference Officer provides support in the following areas: security, facilities management, moving and closing of offices, conferences and meetings in the WHO Regional Office for Europe (EURO) including the Regional Committee, supplies and equipment, travel and transport, purchasing, printing, and reproduction, audio-visual production, canteen and catering. 

Description of duties:
1. Duties at the Regional Office in Copenhagen -

i) Security Focal Point for EURO:

- Member of the Security Management Team in the UN City, participates in meetings and plans security briefings and floor warden training with the UN City Security Manager;

- Support staff in their endeavours with the local police authorities;

- Maintains visa acqusition process for staff;
- Handles the structured door locks and other security measures within the WHO area. Ensures audit trails;

- Decides in emergency situations on maintenance, transport, issuance of visas at airport, issuances of air tickets, use of manpower and as required.

ii) Daily Administration:

- Manages the ASC unit and its staff and budget. Ensures a well-functioning teamwork in the unit and good collaboration with the rest of the Office;

- Calls and leads ASC meetings and retreats;

- Ensures a functional pouch and courier system for WHO including weekly pouch to all country present offices;

- Maintains the fleet of WHO cars. Ensures preventive maintenance of the cars and audit trail of the car usage. Ensures the proper training of the official driver;

- Ensures services to staff with diplomatic cars, including a registration system and the proper decommissioning of cars upon leave;

- Manages the contract with the WHO Travel Agency and eventual branch of this office located in the UN City;

- Clears immediate purchase of tickets without Travel Authorization and brings irregularities to the attention of;

- Participates in the Property Survey Committee meetings as a voting member.

iii) Facility management within the WHO domain in the UN City :

- Coordinates and manages move related issues on the Copenhagen premises, oversees furniture purchases and any other facility management issues that relates directly to the WHO specific areas;

- Monitors the WHO areas and initiates preventive maintenance where needed to keep the areas functional and in good order;

- Maintains WHOs archive areas and advices staff on the distribution of space;

- Decides on repairs and improvements to facilities, furniture and supplies according to funds available, setting priorities and schedules according to activities of the Regional Office.

iv) Overview the SLAs with Common Services and Security:

- Administers the relationship to UN City Common Services (CS). Handles invoicing and back charging. Monitors the Service Level Agreements and other Agreements with CS and brings any irregularities to the attention of the Director of Administration and Finance (DAF);

- Ensures WHOs participation in UN City global tenders for canteen, cleaning and other areas;

- Ensures WHOs needs are brought forward.

v) Management of the WHO Conference Services:

- Supervision and direction of the conference team via the Conference Assistant; Ensures the development and maintenance of the technology used to deliver the ASC services;

- Liaises with other Agencies on development and budget;

- Takes part in the planning of Regional Committees, large Conferences and VIP visits.

vi) Management of the WHO Print shop:

- Management and planning of the WHO print shop functionality and maintenance;

- Manages the EURO Copenhagen office related aspects of the global Xerox printing contract including the involvement of the other Agencies in this exercise as appropriate.

vii) Other duties:
Any other duty as instructed by DAF.


2. Duties at country level -

i) Security related support to Geographically Dispersed Offices (GDOs) or Country Offices:

- Surveillance of MOSS, MORSS levels in countries, reporting to HQ;

- Evaluation of security issues in connection with move or opening of out-posted offices;

- Member of the EURO Emergency Steering Committee;

- Supports Country offices in connection with local police matters or security incidents.

ii) Support to Country or GDO moves or closures:

- Evaluating new potential premises for all aspects of the WHO requirements for office space. Prepares budgets for the adaption of new space into usable WHO office space;

- Supports any requests from Country offices or GDOs related to facilities management maintenance, property registration.

REQUIRED QUALIFICATIONS
Education:
Essential:
University degree in Public or Business Administration or any other related field.

Skills:
Functional Skills and Knowledge:

Ability to recognize opportunities for improvement and propose workable solutions that meet client needs; to negotiate effectively with persons inside and outside WHO.
Proven record in identifying, organizing and managing the financial and human resources needed to achieve results; being able to quickly re-allocate resources and reset priorities in response to unexpected events.
Up-to-date knowledge on building standards, physical security, conference management and equipment, basic IT technical background, presentation and negotiation skills.


Competencies required:

1) Producing results - The work of the ASC unit is highly result oriented. It is important that the incumbent works systematically and efficiently to find adequate solutions quickly.

2) Moving forward in a changing environment - The areas of the ASC unit deals with technological issues where the development is rapid and the needs of the users ever-changing. The ability to adapt to changing technology or demands is essential.

3) Ensuring the effective use of resources - The ASC unit is administering one of the largest individual budgets in the Administration and there is a constant need to proactively and realistically prepare plans and objectives and to find the most cost efficient solutions.

4) Building & promoting partnerships across the Organization - ASC is centrally placed in the collaborative networks with other UN Agencies and need to accept a role as a bridge-builder and a synergy seeker.

Experience:
Essential:
At least 7 years of work related experience of which at least 3-5 years at the international level in the area of conference and administrative services organization and/or facility management including several years of experience in progressively responsible supervisory positions.

Desirable:
Experience in security management in a UN context.


Languages:
Essential:
A very good knowledge of English with working knowledge of a second official language (French, German or Russian).

Desirable:
Working knowledge of Danish would be a strong desirable.
Additional Information:
* Any extension of appointment is subject to a) satisfactory performance, b) continued need for the function, and c) availability of funds.

Long-listed candidates may be contacted to sit a written test or presentation prior to final short-listing. This does not preclude a written test or presentation prior to final interview.

Interviews will take place using a competency-based approach.

Similar positions at the same grade may be filled using this vacancy notice.
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