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 a workforce of more than 7,000 employees. WHO aims to ensure that all people can attain the highest possible level of health, focusing on health systems, communicable diseases, and non-communicable diseases, among other areas.

Job Overview:
The position of Administrative Services Support is situated within the Administrative Services and Conferences (ASC) unit of the Division of Business Operations (BOS) at WHO/Europe. The incumbent will play a crucial role in ensuring the efficient operation of the Istanbul Hub by providing logistical and administrative support. This includes preparing meeting rooms, managing furniture and fixed assets, and assisting with customs clearance for goods. The role requires a proactive approach to problem-solving and a commitment to maintaining high standards of service and cleanliness in office spaces. The incumbent will work under the supervision of the Operations Officer and will be expected to collaborate effectively with various teams to enhance the productivity and efficiency of the office.

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

• Providing logistical assistance for meeting room preparations and arrangements, including furniture storage and movements.
• Liaising with team assistants to ensure timely meeting preparations.
• Delivering and collecting mail, documents, and other items as needed.
• Making minor purchases and collecting goods from local suppliers on demand.
• Assisting with customs clearance of goods, including following up with customs authorities.
• Collecting goods from customs while adhering to regulations and making payments if required.
• Serving as backup for administrative personnel and supporting coordination with facilities management.
• Assisting with office maintenance, printing, scanning, and photocopying of documents.
• Responding to routine telephone calls and bringing matters to the attention of relevant staff. 1
• Maintaining logistic records and managing inventory in compliance with WHO rules. 1
• Performing other relevant duties as required.

Required Qualifications:
The required qualifications for this position include:

• Essential: Completion of secondary school education.
• Desirable: Training on facilities and premises management, including safety and emergency equipment maintenance.
• Essential: At least two years of experience in office management, guest/client relations, or meeting support.
• Desirable: Relevant experience in the UN system or an international environment.
• Skills: Proficiency in MS Office, proactive and service-oriented attitude, meticulous attention to detail, and ability to foster effective teamwork.
• Emotional intelligence to manage one's own emotions and assist others.

Educational Background:
The educational background required for this position includes:

• Essential: Completion of secondary school education.
• Desirable: Additional training or certification in facilities management or related fields, particularly concerning safety and emergency equipment.

Experience:
The level of experience needed for this position is at least two years in roles that support office management, guest/client relations, or meeting support. Experience in the UN system or an international environment is considered an asset, providing familiarity with the operational standards and expectations within such organizations.

Languages:
The mandatory language requirements for this position include:

• Essential: Beginner's knowledge of English.
• Expert knowledge of Turkish is required, as it is the primary language of communication within the office.

Additional Notes:
Additional notes regarding this position include:

• WHO offers an attractive remuneration package, starting with an annual net base salary of USD 13,859, subject to mandatory deductions.
• The position includes 30 days of annual leave.
• This vacancy 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.
• Candidates must provide scanned copies of required degrees/diplomas/certificates prior to the interview.
• WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States.
• The position is subject to local recruitment, and candidates must be located in the local commuting area of the duty station.