Assistant, Fixed Assets Administration
|Closing Date : 2017-01-31|
Duty Station : Copenhagen, Denmark
See all 4 jobs in Copenhagen, Denmark
Application : Apply for the job
The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No:EURO/17/TASR5
Title: Assistant, Fixed Assets Administration
Contract type: Temporary Appointment under Staff Rule 420.4
Duration of contract: One year duration (* please see under additional information)
Date:10 January 2017
Application Deadline:31 January 2017
(20 day(s) until closing deadline)
Currently accepting applications
Duty Station:Copenhagen, Denmark
Organization unit:EU Europe (EU) /
EURO Europe Regional Office (EU/RGO)
EU/DAF Division of Administration and Finance, EU/ASC Administrative Services and Conferences
OBJECTIVES OF THE PROGRAMME :
Under the direct supervision of the Administrative Services Officer (ASO), the incumbent will carry out the following key duties in support of the Administrative Services and Conference (ASC) unit:
Description of duties:
1. Fixed Asset and Inventory Management: The incumbent is responsible for the Fixed Assets and Inventories Management. This includes the coordination, supervision and overseeing the execution of all the activities connected to recording, tagging, storing, monitoring movements, disposing, selling of assets, as well as maintaining the corresponding electronic records. It also includes physical verification and summarizing value of assets based on the WHO Manual provisions (part VI-section 6) for insurance, budgetary and audit purposes as well as for an official WHO presentation of financial situation to the Governing Bodies. In particular, the incumbent will:
- Supervise the receipt of and record fixed assets, maintaining the EURO Fixed Asset Register with all information related movements of fixed assets inside and out of the Regional Office, in accordance with WHO Manual provisions;
- Coordinate with the Finance focal point the periodic physical verification (at least once every biennium) of all WHO assets and reconcile them against the Fixed Asset register;
- Prepare discrepancies report for management control and financial decision purposes (items not recorded, not found or disposed of);
- Supervise the preparation of write-offs, disposal and physical inventory reports and other statistics;
- Provide administrative support to regional and country offices concerning system operations and fixed asset management;
- Prepare necessary documentation such as memos to the Property Survey Committee (PSC) to seek approval to dispose or write-off off assets, certificate of donation, and necessary gate passes for assets moving out of WHO premises;
- Perform appropriate action to implement the decision of the PSC, i.e., dispose of fixed assets (sale, donation, transfer or recycle), in accordance to the WHO manual provisions;
- Keep records of all gifts donated to WHO and report on losses and damages to PSC.
- Answer queries of FA specialists from HQ and Globally Dispersed Offices and Country Offices as well as other regional offices concerning FA functionalities and standard operating procedures, so as to ensure proper management of WHO assets;
- Perform other related duties as required.
2. Facilities Management: The incumbent is responsible for the facilities, office space and archive management. The responsibilities include the coordination, supervision and overseeing the execution of all the activities related to office space allocation, building management and maintenance including the storage and archive, and particularly the incumbent:
- Assists ASO in updating the record and details of Property: Land and Buildings (Real Estate) and Capital Master Plan for the WHO offices on the European region;
- Collects the information required for submission of IPSAS compliance report:
- Rented/Donated Premises Report for the European Region;
- Building Impairment review;
- Capital Improvement;
- Construction In Progress;
- Capitalized Equipment Impairment;
- Premises, building and vehicle insurance report.
- Assists ASO in coordinating the space allocation and all office move related issues on the WHO/EURO premises in Copenhagen;
-Assists in the collection of information to prepare an estimated cost of the renovation, preparation of bidding documents and supervising work on the premises;
- Oversees and coordinate office equipment and furnishings purchases and their distribution;
- Monitors the state pf WHO/EURO premises identifying those due for preventive maintenance, bringing matters that need resolution to ASOs attention, to the UN campus Common Services or to the Building Management Unit;
- Is responsible for the maintenance of the archive areas and the efficient use of the allocated storage space, advising staff on the distribution of space. Maintains the storage room safe for work and in good order;
- Maintains updated office floor plans and guidelines on emergency procedures in WHO premises including list of evacuation personnel;
- Maintains the necessary records and control documents for fixed assets taken out of the premises, and make recommendation for improvements, also related to the control of the gatepass;
- Assists ASO in ensuring that WHO/URO premises are Minimum Operating Security Standards (MOSS) compliant;
- Is responsible for the required physical set-up of office and meeting rooms in coordination with the Conference Assistant;
- Performs other duties as required.
Secondary school education or equivalent.
Post secondary education or specialized training in the area of fixed assets/inventory management.
WHO only considers higher educational qualifications obtained from an accredited institution.
-Training on facilities management, storage and asset management and/or similar related training experience.
- Computer literacy, including ability to use a variety of software packages, especially Excel, Powerpoint, Visio & AutoCADD.
- Fostering integration and teamwork: Works collaboratively with team members and counterparts and clients to achieve results; encourages cooperation and builds rapport; helps others when asked, accepts joint responsibility for the teams' successes and shortcomings.
- Respecting and promoting individual and cultural differences: Treats all staff with dignity and respect.
- Communicating in a credible and effective way: Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience.
- Knowing and managing yourself: Remains productive even in an environment where information or direction is not available and when facing challenges, recovering quickly from setbacks.
- Producing results: Prioritizes work, monitors own progress against objectives and adapts plans as required; works independently to produce quality results.
See WHO Global Competencies model at http://www.who.int/employment/competencies/en/
At least two years of WHO/UN experience and five years of progressively responsible experience in the area of and asset management including use of management information systems.
Knowledge of WHO rules, regulations and procedures related to the work profile.
Advanced knowledge of English.
Intermediate knowledge of French, Russian or German.
Intermediate knowledge of Danish.
This is a LOCAL vacancy and as such, only qualified applicants residing within commuting distance of Copenhagen, Denmark will be considered.
WHO does not cover any expenses related to participation in tests and/or interviews.
(*) Extension of appointment is subject to a) satisfactory performance, b) continued need for the function, and c) availability of funds.
Long/ short-listed candidates will be invited to a written test.
Successful test candidates will be invited to a competency-based interview.
Please visit the following websites for detailed information on working with WHO:
http://www.who.int - Click on - to learn more about WHO's operations.
http://icsc.un.org - Click on: Quick links > Salary Scales
Monthly salary:(Net of tax)
24963DKK at single rate
n/a with primary dependants
This vacancy notice may be used to fill other similar positions at the same grade level.
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.
Currently accepting applications
To apply off-line, please read further instructions here
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.