General Services Technician I

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,187 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.

OBJECTIVE OF THE OFFICE/DEPARTMENT

This is a requisition for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

PAHO Country Offices are responsible for ensuring that the Pan American Health Organization / World Health Organization (PAHO/WHO) country program of technical cooperation and its country presence provides adequate support to the national health development process and, at the same time, enables countries to shape the subregional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country/ies, drawing on PAHO/WHO resources from all levels and all parts of the Organization.

DESCRIPTION OF DUTIES

Under general supervision of the PAHO/WHO Representative and the direct supervision of the Administrator, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

1. Coordinate the general services (GS) team efforts and ensure provision of GS functions of the Office, including communications, facilities entry, transportation, cleaning, building maintenance, copying, warehouse, security, inventory and disposal; supervise fleet manager; cleaning and sub-contracted security and maintenance personnel to provide effective services for office activities;
2. Monitor disposal, use and maintenance of supplies and equipment; request timely procurement of insurance for fixed assets; make immediate arrangements for processing of insurance claims in the event of damages and/or loss; prepare the necessary documentation; initiate the claims process and follow the process through to completion;
3. Ensure the adequate utilization of official vehicles, purchase and sale according to Organization rules and regulations; analyze charts of fuel consumption, mileage, usage, licensing, maintenance, repairs, and provide information on the third-party liability insurance to HQ; report to Administrator on discovered anomalies and irregularities with regard to fuel purchase and its use;
4. Supervise, coordinate, and control all communication services – radio, landline, cellular, and satellite telephones, GPS and others – to ensure general communication of all personnel and to support security procedures;
5. Monitor the correct implementation of all security aspects, and the implementation of the UN Security Plan, ensure security of staff members, visitors, the building, and fixed assets; brief and assist general services staff, international staff, experts and consultants in general service matters and security procedures in case of fire, earthquake, explosions, flood, and other disasters or incidents;
6. Prepare and monitor the contractual service agreements for different purposes – building maintenance, facility services, reproduction of materials, insurance policies, security, and others – with institutions to ensure that the terms of the contract are in accordance with the requirements of the Organization;
7. Ensure maintenance of the entire office complex (building and grounds) in consultation with the national authorities in the country;
8. Manage, plan and supervise all aspects related to warehouse activities of the Organization, including financial procedures to adequately support office and program requirements;
9. Organize logistics support for meetings and seminars of different nature, inside and outside the office, for their effective development;
10. Ensure up-to-date inventory control records and supporting documents and perform physical audit of expendable and non-expendable property; plan and organize sale and disposal of used assets, subject to the authorization of the Representation and the Administrator. Maintain adequate documentation for the issuance of annual inventory certificate and carry out periodic checks of inventory;
11. Supervise the telephone service, review invoices received from landline and cellular telephone companies and ensure timely payment orders. Obtain usage reports from the system for distribution to staff to identify their personal calls. Ensure that information is compiled for all telephone lines to assist in the preparation of statistical and managerial reports;
12. Develop a follow-up timetable for inspection and maintenance for: air-condition units, water tank, pest control, carpet cleaning, window cleaning, dusting of books in the Document Centre; service of fire extinguishers; office vehicles and other office equipment, e.g. audio visual, photocopiers, etc.;
13. Supervise a team of staff for all activities performed related to the Central Filing and Archive, Reception, Gardens, Mailing and Conference and General Services functions; implement the Organization’s policy on archive retention on a timely basis; ensure effective mail operations involving collection and delivery of mail to and from assigned destination. Handle and certify diplomatic pouch;
14. Analyze general services costs and provide recommendations on cost-saving strategies for the office and projects;
15. Coordinate team inputs to prepare the country office proposal for the biennial budget and Master Capital Fund, including the plan of fixed-assets renewal as per depreciation policy of the Organization;
16. Assist in the design of the system for cost recovery for use of facilities and common services among projects hosted by the country office; maintain the billing and cost-recovery system, including private phone calls, damaged or lost assets, rent of vehicles, equipment, office space, etc.;
17. Analyze the office occupancy and manage the optimal use of office space; assign controls of office keys ensuring backup, as required;
18. Certify clearance form for separated staff and consultants, ensuring that fixed-assets are returned and costs (if any) are recovered;
19. Manage and account for the office petty cash within delegation of authority, as determined by Administrator;
20. Organize centralized distributions of equipment and materials to office staff and consultants;
21. Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education****:

Essential: Certificate of completion of high school.

Desirable: Specialized training at the college, university or business school level with emphasis on logistics, administration or finance would be an asset.

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/. PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org/ and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator to support the validation process.

Experience****:

Essential: Six years of experience in administrative work related to logistics and/or facilities management, including supervisory responsibilities, or four years of experience in logistics and/or facilities management, and one year of college or university level courses towards a declared minor/major in the area of logistics/business administration or two years of experience in logistics and/or facilities management, and two years of college or university level courses towards a declared minor/major in the area of logistics/business administration.

SKILLS****:

PAHO Competencies:

• Overall attitude at work****: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.
• Teamwork****: Collaborate and cooperate with other/Deal effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team. Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.
• Respecting and promoting individual and cultural differences****: Relate well to diversity in others and capitalize on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.
• Communication****: Express oneself clearly when speaking/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly. Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views. Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.
• Knowing and Managing Yourself****: Remain productive/Continuously learn - Remains objective and focused even in a “changing and moving” environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.
• Producing results****: Work efficiently and independently/ Deliver quality results/Take responsibility - Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary.

Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own time lines effectively and efficiently. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.

Technical Expertise:

• Practical knowledge of business principles involved in facility maintenance and security, resource allocation, and coordination of people and resources.
• Proficiency in the use of computer software in accordance with assigned responsibilities.
• Ability to write/originate routine correspondence and reports.
• Ability to coordinate, monitor and control maintenance/security/administrative services affecting several projects and involving the allocation of work, developing/adjusting operational procedures, evaluating priorities, coordinating and supporting internal day-to-day activities, etc.
• Ability to supervise, including skills in planning, organizing evaluating, problem-solving and decision-making of office management matters.
• Ability to research, analyze and organize information in order to prepare correspondence and comprehensive status reports on activities, services, etc.

Languages:

Very good knowledge of French and English.

IT Skills:

Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Other IT skills and knowledge of other software programs such as Visio and Project would be an asset.

REMUNERATION

Annual Salary****: (Net of taxes)

1,680,824.00 HTG

ADDITIONAL INFORMATION (Local Recruitment)

This vacancy notice may be used to fill other similar positions at the same grade level****.

Only candidates under serious consideration will be contacted.

A written test may be used as a form of screening.

Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

For information on PAHO please visit: http://www.paho.org

PAHO/WHO is an ethical organization that maintains high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

PAHO/WHO also promotes a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of abusive conduct.

PAHO/WHO personnel interact frequently with people in the communities we serve. To protect these people, PAHO has zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.

PAHO/WHO is committed to workforce diversity. PAHO/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

PAHO offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance). Other benefits include: 30 days annual leave, dependency benefits, pension plan, and health insurance scheme.

All applicants are required to complete an on-line profile to be considered for this post.

Administrative/support positions in Haiti are open to Port-au-Prince metropolitan area residents only. Candidates must be Haiti citizens or be a permanent legal resident in the country.

Candidates will be contacted only if they are under serious consideration. A written test and/or interview will be held for this post. The post description is the official document for organizational purposes.