As part of the Administrative Services & Conferences Unit (ASC), the incumbent ensures efficient facilities services for the WHO/Europe Istanbul Hub. Under direct supervision of Operations Officer and broad guidance of the Regional Admin Services Manager, the incumbent will: Issue ID and access cards to personnel and visitors. Update records in the system to ensure that all access cards are accounted for and access to restricted areas are only given to authorized individuals. Assist in providing welcome orientation to new personnel of the Hub on issues related to the premises and facilities, within their first day on premises and in coordination with the HR Business Partner / HR Associate. Maintain the fire warden roster and liaise with building managers and security for relevant arrangements; Assist in organizing briefings for newly recruited staff on emergency procedures and in implementation of emergency requirements such as fire and earthquake drills. Maintain and update data required for emergency contacts by WHO and US Assist operations associate in the oversight of cleaning service and maintenance contractors to ensure fulfillment of the servicing / maintenance contracts through the effective use of the resources deployed. Follow up on service quality, when necessary, assist supervisor in the coordination with landlord on all facility and security matters which are under the landlord's responsibility and organize meetings when required. Liaise with responsible officer, UNDSS, service provider and landlord, where applicable, to ensure the Hub's security measures and procedures are in place and compliance with Security Risk Measures. Regularly review the system and equipment in all areas of the facilities and recommend measures for improvement. Assist with internal office moves in the Hub; perform regular survey of desk occupancies, update seating plans and directory information accordingly. Liaise with service providers to carry-out necessary preventive maintenance for the Hub's office equipment and furniture, in offices, meeting rooms and all shared spaces, to ensure their good working condition. Provide daily support for courier services/mail and pouch for the Hub; assemble/pack shipment and correctly label packages with necessary documentation for dispatch; handle goods registry; prepare receiving reports for goods delivered in a damaged condition to facilitate the filing of claims or returning items to suppliers; liaise with the relevant team regarding received goods in comparison with purchase orders and supplier' invoices. Assist the Fixed Asset Focal Point to manage the Hub's central storage of assets and supplies, control receipt, storage and issuance of supplies, ensuring that the storage is kept and maintained in order (clean and secured). Initiate correspondence and enquiries pertaining to office supplies and equipment kept in store; liaise with Fixed Assets focal point on the issuance of assets; conduct regular physical inventories of centrally managed office supplies and equipment; ensure that re-ordering/replenishment of items takes place at appropriate times. Make recommendations for the disposal of surplus, obsolete, old and slow-moving items. Ensure timely delivery of requisitioned supplies for meetings and office usage by Hub Provide support for meetings and events organized by the Hub; including the scheduling and setup of meetings and training rooms in the premises. Provide backup support within the unit for other duties, and perform other related duties as required or assigned by supervisor.
Computer literacy, including good knowledge of Word and Excel. Very good skills in managing and processing data. Proficient in MS Office, SharePoint, photo software. Proactive, service-oriented, meticulous and committed to achieve results in an established timeframe. Ability to achieve objectives in an efficient and effective manner. Ability to foster and maintain effective teamwork. Attention to high standards of hygiene and cleanliness in office spaces, including service and common areas to offer a healthy and welcoming office environment at all times. Emotional intelligence: ability to identify and manage one's own emotions, as well as helping others to do the same.