Administrative Services Support

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations responsible for international public health. Established on April 7, 1948, WHO's mission is to promote health, keep the world safe, and serve vulnerable populations. The organization operates in over 150 countries and has more than 7,000 employees worldwide. WHO's Global Service Centre (GSC) provides administrative services to all WHO offices globally, ensuring efficient operations in various areas including human resources, payroll, procurement, and IT support.

Job Overview:
The position of Administrative Services Support is integral to the operations of the WHO Global Service Centre (GSC) in Kuala Lumpur. The incumbent will work under the supervision of the Operations Specialist (OS) and is expected to maintain and enhance the security" style="border-bottom: 1px dotted #007bff !important;">security and emergency procedures within the Centre. This role involves updating Standard Operating Procedures (SOPs), conducting security assessments, and coordinating training for staff on emergency protocols. The Administrative Services Support will also be responsible for managing staff access, liaising with security agencies, and ensuring effective communication regarding safety measures. Additionally, the role includes creating communication materials for various platforms to enhance the visibility of the GSC and support internal community initiatives.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Services Support include:

• Maintaining and updating SOPs on security and emergency procedures, including fire and safety evacuation plans.
• Reviewing security situations and recommending improvements.
• Overseeing the training of fire wardens and security personnel.
• Updating staff information databases and preparing reports for the United Nations Department of Safety and Security (UNDSS).
• Managing data for SMS broadcasting and conducting regular tests for effectiveness.
• Conducting communication tree exercises and implementing corrective actions based on lessons learned.
• Assisting in briefings for new staff on emergency procedures and organizing fire drills.
• Issuing access cards and maintaining records on the HID Badge System.
• Liaising with UNDSS and government agencies for situation reports during civil disturbances. 1
• Coordinating investigations into security issues and preparing documentation. 1
• Testing surveillance systems and ensuring data backups. 1
• Creating communication materials for social media and updating content on WHO platforms. 1
• Enhancing GSC visibility through media outreach and organizing internal events. 1
• Initiating administrative actions related to procurement and supplies. 1
• Performing other specific duties as required.

Required Qualifications:
The required qualifications for the Administrative Services Support position include:

• Essential: Secondary school education or equivalent with thorough training in administrative duties.
• Desirable: Relevant higher diploma or degree, and training on facilities and premises security, including maintenance of security equipment such as fire extinguishers and CCTV systems. Candidates should possess thorough knowledge of office procedures and WHO policies, as well as the ability to work with various government agencies. Strong interpersonal and communication skills are essential, along with the ability to act with tact and discretion. Candidates should also have good computer skills and the ability to work harmoniously in a team.

Educational Background:
The educational background required for this position includes a secondary school education or equivalent. A higher diploma or degree in a relevant field is desirable, particularly in areas related to administrative support and security management. Training on facilities and premises security is also beneficial, especially regarding the maintenance of emergency equipment.

Experience:
Candidates must have at least 5 years of relevant experience in premises security or 4 years with a first-level university degree, or 3 years with an advanced university degree. Desirable experience includes working with WHO or another international organization, as well as experience in a multicultural environment. Familiarity with internet and social media systems is also advantageous.

Languages:
Expert knowledge of English is essential for this position. Proficiency in additional languages may be considered an asset but is not mandatory.

Additional Notes:
This position offers an attractive remuneration package, including an annual net base salary starting at MYR 67,070, subject to mandatory deductions. The role includes 30 days of annual leave. The vacancy notice may be used to fill other similar positions at the same grade level. Candidates under serious consideration will be contacted, and a written test or video assessment may be part of the screening process. WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. The successful candidate will be required to confirm vaccination status as per WHO requirements before undertaking the assignment.