Facility Management Officer

Contract

This is a NO-A contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. It usually requires 1 years of experience, depending on education.

Salary

The salary for this job should be more than 2,474 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

OBJECTIVES OF THE PROGRAMME

All Member States of WHO in the European Region share the common value of the highest attainable standard of health as a fundamental human right. All of WHO actions are based on this and rooted in the underlying value of equity as described in the General Programme of Work. The 13th General Programme of Work defines the mission of WHO as one to promote health, to keep the world safe, and to protect the vulnerable. The GPW calls for heightened accountability, prioritising impact and outcome at country level, and to improve the lives of three billion people, through universal health coverage, through addressing health emergencies, and promoting healthier populations. WHO’s mandate revolves around six core functions: (i) providing leadership on global health matters; (ii) shaping the health research agenda; (iii) setting norms and standards; (iv) articulating evidence-based policy options; (v) providing technical support to countries; and (vi) monitoring and assessing health trends. The European Region (EURO) of WHO is made up of 53 countries, with over 880 million people. The diversity of people and health situations requires, on the demand side, a solid understanding of the emerging socio-economic, epidemiologic and demographic patterns and trends at both aggregate as well as national and sub-national levels, with due sensitivity to disadvantaged populations and vulnerable segments of the society. On the supply side, it is equally crucial to have a solid understanding of the commonalities and divergences of the health systems, the circumstances and political economy under which they have evolved and operate and, more specifically, how these bear upon the way the health system stewardship function of health ministries is carried out. The WHO Country Office supports the Member State to shape its health policy in line with WHO’s principles and values and advocates for an integrated approach to health development. By means of a single, unified and functionally integrated country representation, WHO facilitates the implementation of the BCA with the Member State and its corresponding country work plan. WHO helps the country to improve its health system and provides technical support as necessary. The WHO country office administers, consolidates, manages and enhances WHO collaboration in the country including all resources deployed in the country either permanently or temporarily to maximize WHO impact. The Country Office also has a representational, fund-raising and resource steering function, as needed. The mission of the WHO Health Emergencies Programme (WHE) is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

ORGANIZATIONAL CONTEXT

The Facility Management Officer is required to use his/her judgment in applying the above-mentioned guidelines with adequate degree of flexibility in accordance with the common practice and with no deviation of the general frame work of the rules. The incumbent will provide construction support as required and to accommodate units' requests for building services and modifications.

The incumbent should have internal contact with:

1) Budget for budgetary requirements for own area of work,

2) Finance for Clarification on contractors' claims, invoices, payments and other,

3) Consultation on EURO policy, decisions, and work plan and

4) WROs and Technical Units To give engineering and construction support as required and to accommodate units' requests for building services and modifications.

The incumbent should have external contact with:

1) Local Municipalities/Partners/external stakeholders to follow-up on requests, maintenance and installation of general utilities and infrastructure;

2) Private sector: Engineering consultants, interior consultants, construction consultants and other building services contracts and agreements to initiate, manage and follow-up on construction and maintenance contracts; and

3) Other UN Agencies to follow-up on matters of mutual concern and common services.

DESCRIPTION OF DUTIES

Act as focal point for facilities management in the Ukraine Country Office. Ensure efficient facilities services, including overseeing central stores and purchase of office supplies and equipment for the Country Office (CO). Ensure team members under supervision are engaged and efficient in performing their duties. Under the broad guidance of the Operations Manager, the incumbent will perform the following: 1. Support the Operations Manager in managing the lease, maintenance and facilities related agreements/contracts and supporting documents. Liaises with EURO Legal for the establishment of new lease agreements and amendment of existing. 2. Assists with the management and tracking of Purchase Orders (POs) for the facilities rent, utilities and running costs. Under the guidance of the Operations Manager, establish and oversee the operation of a central store and the central issuance of stationery/equipment/fixed assets for all WHO Country Office, Ukraine field offices. 3. Space Planning: Coordinate the allocation and utilization of office space, meeting rooms, and other areas within the facility, optimizing layouts for efficiency and functionality. 4. In coordination with Operations colleagues, ensure cost-effectiveness and monitor expenses. 5. Health and Hygiene: Oversee cleaning contractors to ensure that health and hygiene standards are implemented to maintain a clean and safe working environment. 6. Contribute to the development of the operational procedures, including daily work programs and check lists for the functional operation of the Kyiv Office building and its associated facilities. 7. Coordinate with building management and external providers on all facility matters; supervise and manage technical personnel of contractors and ensure fulfillment of services. 8. Initiates, plans, reviews, modifies and finalizes renovation and rehabilitation works with local firms, coordinating procurement specific activities with procurement colleagues. 9. Ensure staff under direct supervision are engaged and effective in performing their duties. Advise and guide staff on areas of work pertaining to assets and facilities management in line with established rules and regulations and SOPs.

REQUIRED QUALIFICATIONS

WHO Competencies

*1) Teamwork

*2) Respecting and promoting individual and cultural differences

*3) Communication

4) Moving forward in a changing environment

5) Producing Results

Functional Knowledge and Skills

Sound organization and wide range of office skills. Proficiency in standard computer applications e.g. electronic communication, database searches and management, word processing, spreadsheets, presentations and planning software. Ability to multitask, to work under pressure and independently when required. Excellent interpersonal skills and ability to manage projects and diversified cultures. Skills and knowledge in vehicle pooling systems. Thorough knowledge and understanding of a wide range of administrative policies and procedures and SOPs related to management of fixed assets and facilities management. Demonstrated knowledge of modern computerized asset management techniques and operations. Knowledge of conditions of storage of fixed assets and inventories. Good knowledge in procurement.

Educational Qualifications

Essential: University degree (Bachelor’s level) in Business Management/Administration or any other related field.

Desirable: Advanced university degree (Master’s level or above) in business administration or field relevant to the above duties and responsibilities. Training, certificate and/or practice in project management.

Experience

Essential: At least 1 year of relevant experience working in the area of administration, facilities, asset or vendors.

Desirable: Experience in the field of overseeing or managing facilities, preferably for an international organization or similar. Relevant experience in WHO or another UN agency and non-governmental organization during humanitarian response an asset.

Language

Essential: Expert knowledge of English and Ukrainian.

ADDITIONAL INFORMATION

1. This vacancy notice may be used to fill other similar positions at the same grade level.
2. Only candidates under serious consideration will be contacted.
3. A written test and/or an asynchronous video assessment may be used as a form of screening.
4. In the event 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.
5. 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.
6. Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and E-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.
7. The WHO is committed to achieving gender parity and geographical diversity in its workforce. 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.
8. 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 [email protected]
9. 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 (https://www.who.int/about/who-we-are/our-values) into practice.
10. 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 short-listed candidates.
11. WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
12. 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.
13. The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
14. For information on WHO's operations please visit: http://www.who.int
15. This is a National Professional Officer position. Therefore, only applications from nationals of the country where the duty station is located will be accepted. Applicants who are not nationals of this country will not be considered.
16. 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].
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