National UN Volunteer - Facility and Asset Management

Job Posting Organization:
The World Health Organization (WHO) Country Office in Ukraine was established in June 1994 with the mission to support the sustainable health development of the country. The office is staffed by approximately 300 professionals who provide technical expertise and build national capacity on health-related matters. The WHO Ukraine team works closely with national institutions and international partner agencies to implement priorities set out in the biennial collaborative agreement between WHO/Europe and Ukraine. The organization aims to maintain the resilience of Ukraine’s health system amid ongoing challenges, particularly in the context of the war, while continuing to advance health system reforms. The WHO Ukraine Country Cooperation Strategy for 2024-2030 focuses on three key priorities: ensuring access to universal quality health services for all, preventing and reducing major health risks, and building robust institutions.

Job Overview:
The National UN Volunteer in Facility and Asset Management will serve as the focal point for facility operations at the WHO Country Office in Ukraine. This role involves overseeing maintenance contracts and service providers, coordinating office space planning, and optimizing meeting room layouts. The volunteer will supervise cleaning and maintenance contractors to ensure hygiene and safety standards are met. Additionally, the position requires managing inventory stock, planning and supervising renovation works, and facilitating guest parking requests. The volunteer will also support procurement and inventory processes related to facility and asset management, ensuring that all operations run smoothly and efficiently. The role is crucial in maintaining a conducive working environment for WHO staff and supporting the overall mission of the organization.

Duties and Responsibilities:
The duties and responsibilities of the National UN Volunteer include:

• Facility and Asset Management: - Serve as the focal point for facility operations at the WHO Country Office in the hubs. - Oversee maintenance contracts and service providers to ensure quality service delivery. - Coordinate office space planning, meeting room allocation, and layout optimization to enhance operational efficiency. - Supervise cleaning and maintenance contractors to ensure compliance with hygiene and safety standards. - Manage hubs stores and distribution of office supplies, equipment, and fixed assets. - Maintain an accurate inventory stock of the hubs and manage procurement processes. - Plan, supervise, and finalize renovation works with local firms, ensuring timely completion and adherence to standards. - Manage office parking space and facilitate guest parking requests. - Support the maintenance of office generators and ensure timely refueling. - Arrange and monitor the supply of coffee, tea, sugar, milk, and water; prepare and follow up on related procurement orders and amendments as required. - Perform other related duties as required.
• Administrative and Secretarial Support: - Draft and revise administrative correspondence, reports, and documentation to support organizational needs. - Organize duty travel and prepare related documentation for staff and visitors. - Handle incoming calls, schedule appointments, and manage visitor programs to ensure smooth operations. - Maintain filing systems and update databases with relevant technical and administrative information. - Provide guidance on office procedures and support team members as needed. - Assist with preparations for incoming missions and perform other related duties as required.

Required Qualifications:
The ideal candidate for this position should possess strong organizational and management skills, with a proven ability to coordinate multiple tasks effectively. The candidate should demonstrate proficiency in facility management and have experience in overseeing maintenance contracts and service providers. Strong communication skills are essential, as the role requires interaction with various stakeholders, including contractors, staff, and visitors. The candidate should also be detail-oriented and capable of maintaining accurate records and inventories. Additionally, the ability to work independently and as part of a team is crucial, as well as a commitment to the values and mission of the WHO.

Educational Background:
Candidates should have a minimum of a secondary education, with a preference for those who have completed higher education in fields related to facility management, business administration, or a similar discipline. Relevant certifications in facility management or project management would be an advantage.

Experience:
Candidates should have at least 2 years of relevant experience in facility management, administrative support, or a related field. Experience working in an international organization or within the UN system is highly desirable. The ability to manage multiple tasks and prioritize effectively in a fast-paced environment is essential.

Languages:
Fluency in English is mandatory, while knowledge of Ukrainian or Russian is highly desirable. Proficiency in additional languages would be considered an asset.

Additional Notes:
This position is a full-time National UN Volunteer assignment, and the volunteer is responsible for organizing their own accommodation. The contract duration is specified in the vacancy announcement, with the possibility of extensions based on funding availability, operational necessity, and satisfactory performance. The monthly Volunteer Living Allowance (VLA) is USD 1270, which is intended to cover housing, utilities, and normal living expenses. Additional allowances include a one-time entry lump sum of USD 40

• UN Volunteers are provided with medical and life insurance coverage for the duration of their assignment. Leave entitlements include annual leave, learning leave, and sick leave, with specific accrual rates and conditions outlined in the contract.