Administrative Services Coordinator

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 employs over 7,000 staff members across more than 150 countries, working to achieve health equity and improve health outcomes globally. WHO operates through various programs and initiatives aimed at addressing health challenges, including disease prevention, health systems strengthening, and emergency response.

Job Overview:
The Administrative Services Coordinator position at the WHO Global Service Centre (GSC) in Kuala Lumpur is designed to provide comprehensive administrative support to the organization. The incumbent will be responsible for managing fixed assets, ensuring compliance with WHO and International Public Sector Accounting Standards (IPSAS), and maintaining accurate records of all assets. This role requires a proactive approach to administrative duties, including logistics support for meetings and conferences, procurement actions, and coordination with technical personnel and contractors. The position demands a high level of organization, attention to detail, and the ability to work effectively in a multicultural environment. The successful candidate will play a crucial role in ensuring the smooth operation of administrative services within the GSC, contributing to the overall mission of WHO.

Duties and Responsibilities:
The incumbent will perform a variety of duties, including acting as the focal point for fixed assets management, ensuring compliance with relevant standards, and maintaining accurate electronic records. Responsibilities include timely actions on transactions related to fixed assets, issuing Declaration of Receipt of Goods by Staff Member (DOROG), conducting annual physical verification and reconciliation of fixed assets, and arranging preventive maintenance for office equipment. The role also involves supervising technical personnel, coordinating with the building's landlord on facility matters, providing logistics support for meetings and trainings, and initiating administrative actions related to procurement and supplies. The incumbent will ensure that the Staff Information System (SIS) is up to date and perform other related duties as required.

Required Qualifications:
Candidates must possess secondary school education or equivalent, with thorough training in administrative duties. A relevant higher diploma or degree is desirable. Essential experience includes at least 5 years in general office or administrative work, or 4 years with a first-level university degree, or 3 years with an advanced university degree. Desirable experience includes work in WHO or another international organization, experience in a multicultural environment, and facility management experience. Skills required include thorough knowledge of office procedures, results-oriented mindset, strong interpersonal and communication skills, and the ability to analyze and interpret documentation and data.

Educational Background:
The position requires a minimum of secondary school education or equivalent, with thorough training in administrative duties. A higher diploma or degree in a relevant field is desirable, indicating a preference for candidates with advanced educational qualifications that align with the responsibilities of the role.

Experience:
Candidates should have a minimum of 5 years of relevant experience in general office or administrative work. This requirement can be reduced to 4 years with a first-level university degree or 3 years with an advanced university degree. Experience in WHO or another international organization, as well as in a multicultural environment, is highly desirable, particularly in the context of facility management.

Languages:
Expert knowledge of English is essential for this position. Proficiency in additional languages may be considered an asset, enhancing communication within the diverse environment of WHO.

Additional Notes:
This position offers an attractive remuneration package, including an annual net base salary starting at MYR 67,070, subject to mandatory deductions for pension contributions and health insurance. Employees are entitled to 30 days of annual leave. The vacancy notice may be used to fill other similar positions at the same grade level, including temporary roles. 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 organization has a smoke-free environment and does not recruit smokers or tobacco users. All candidates must confirm their vaccination status as required by WHO before undertaking an assignment.