OBJECTIVES OF THE PROGRAMME

The objective of the Division of Business Operations (BOS) is to support the work of the WHO Regional Office for Europe (WHO/Europe) through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal changes. The division projects are designed to increase productivity, ensure financial sustainability of the region’s structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being.

DESCRIPTION OF DUTIES:

Under direct supervision of Operations Officer and broad guidance of the Regional Admin Services Manager, the incumbent will:

Facilities & Protocol

• Prepare letters and applications for visas for international personnel and/or their family members, liaise and follow through with Turkish Ministry of Foreign Affairs (MOFA) and Turkish embassies/consulates as necessary, to ensure timely issuance of visas for international personnel and families relocating to Türkiye. 
• Prepare letters, submissions and follow through the process for issuance/renewal of MOFA ID/residence permit cards for WHO personnel and family members.
• Prepare letters and submissions for the registration of locally recruited personnel with MOFA.
• Maintain filing systems and ensures updated information; keep records of visas/MOFA ID cards and alert staff in time for renewal of ID/residence permit cards. Generate periodic reports on status/progress of cases.
• Update staff information database for timely submission of report on the Hub’s personnel and dependent family members, to UN and/or authorities as instructed by supervisor
• Assist supervisor in liaising with MOFA and other government agencies on relevant matters concerning diplomatic privileges and immunities in Türkiye.
• Maintain relevant information on MOFA procedures and Host Country Agreement on EURO intranet. Manage and continuously update the ASC orientation online portal with comprehensive information for new personnel relocating to Istanbul.
• In close coordination with HRT and colleagues in ASC, provide dedicated welcome orientation, advising and assisting new personnel in Istanbul on issues related to privileges and immunities, i.e. importing/exporting personal effects household goods, status of MOFA ID card, residence matters, rental leases, VAT exemption, as needed. Provide same support to ensure smooth separation and follow through on the relevant matters.
• Provide in-depth briefing to personnel, and/or answer queries on relevant entitlement and procedures. Bring complex matters to the attention of supervisor.
• Prepare relevant documentation, assist, and follow up on matters pertaining to registration of official vehicles and personally owned motor vehicles by international staff, renewal of driver’s licenses, road tax etc.
• Prepare documents and assist with customs clearance of official imports/exports of the Hub, as well as household items of international staff arriving or departing Istanbul.
• Prepare certificates, facilitation letters and/or relevant documents upon staff requests; provide support and/or documentation for requests received from personnel for assistance with local Police, MOFA, Immigration Office, Customs Office for any official business in Türkiye.
• Liaise with ASC focal point on UN Laissez Passer/UN certificate requests by staff of the Hub, including dispatch, receipt, distribution and return on separation.
• Participate in meetings with UN agencies in Istanbul on relevant issues, as instructed by supervisor
• Assist ASC team in the coordination of office space and planning internal office moves in the Hub
• Act as Leave Administrator for ASC team members present in the Hub
• Organize packing and outgoing shipments of household goods and personal effects for staff members opting WHO assisted shipment for relocation to or within the EURO Region; prepare documentation, obtain and review quotations from the forwarding agents and make appropriate recommendations; verify invoice, make instruction for payments and evaluate the services provided by the movers
• Provide backup support within the unit and perform related duties as required or assigned by supervisors.

And/or;

Assets and Fleet

Asset management:

• As focal point for the Hub, provide support and guidance to personnel of the Hub on issues related to fixed asset, in close coordination with EURO asset management focal point in ASC
• Take timely actions related to fixed asset, including but not limited to recording, barcode assignment, tagging, tracking, etc. Coordinate with the relevant team for the purchase, receipt of items to central storage, as well as registration and issuance of fixed assets to custodians
• Optimize monitoring and (re)distribution of the Hub’s office equipment and assets for effective use of resources.
• Prepare submission to Property Survey Committee (PSC) secretary for the Hub’s assets; handle disposal approved by PSC timely and in compliance with WHO procedures; consult EURO focal point on exceptions.
• As per schedules and instructions received from EURO focal point, conduct the Hub’s annual physical verification and ensure timely submission of reports and supporting documentation

Fleet management:

• Working closely with counterparts in EURO offices and HQ, provide support for all aspects of the Region’s fleet and act as EURO focal point for WHO's Fleet Management System (Tracpoint). This involves liaising regularly with WFS team and ongoing contacts with EURO counterparts to ensure updated data in Tracpoint, timely collection and payment for relevant systems fees, all vehicles are properly equipped with Vehicle Tracking device, confirm the availability and good functioning of communications, safety and extra equipment, logbooks are properly updated and maintained for all vehicles
• Proactively follow up with drivers on speed and safety issues; recommend best practices and liaise with COs/GDOs counterparts to ensure that key performance indicators are maintained with set parameters and safety policies.
• Monitor fuel consumption and identify innovative ways to reduce fuel consumption; follow up with EURO counterparts proactively to increase operational efficiency of vehicles
• Assist in the process of reporting traffic crashes and vehicle incidents and supporting crash investigation to identify the causes and suggest preventative measures.
• Collect and analyses fleet data and prepare and present monthly fleet management reports; Based on fleet management data and information identify, suggest and implement actions for improving efficiency and effectiveness of the fleet as well as reducing the risk associated with fleet operations and road transport.
• Analyze and forecast operational response needs for transport, assist ASC in reviewing vehicle request, prepare annual replacement plan (with budget information), conduct rent/lease vs buy analysis, follow through vehicle disposal / replacement plan based on BOS approval. Assist ASC in planning and facilitate training workshops on fleet and vehicle management.
• Provide backup support within the unit for other duties, and perform other related duties as required or assigned by supervisor.

General administration:

• Prepare purchase orders for relevant assigned tasks, keep track and verify invoices against received delivery, process payments and expenditure batches when assigned by supervisors
• Perform other related duties as required or assigned by supervisors.

REQUIRED QUALIFICATIONS:

Education:

• Essential: Completion of secondary school or equivalent.
• Desirable: University degree in administration, information technology, accounting, data management, logistics or supply management.

Experience:

Essential:

• At least 8 years of progressively responsible experience in administration, accounting, procurement, protocol, or logistics operations.
• Desirable: Demonstrated experience in an international complex environment or institution. Relevant experience with(in) WHO or in the UN. Experience in managing assets or fleet logistics operations.

Use of Language skills:

• Required: Excellent (mother tongue/advanced) knowledge of English & Türkish.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2300624&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta