Operations Associate (Facilities and Assets)

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
  • Posted:
    2 months ago
  • Category:
    Administration, Budget and Accounting, Facility and Security Services, Finance, Maintenance
  • Deadline:



Theobjective of the Division of Business Operations (BOS) is to support the workof WHO in the European Region through delivery of services within the areas ofhuman resources, finance, contracting and procurement, legal advice,information & communications technology, printing, security, facilitiesmanagement, fixed assets, conference support, travel and transport,safeguarding personnel and staff wellness and well-being. As an enablingfunction, the division enhances the productivity of the health technicalprogrammes and country offices while at the same time overseeingaccountability, transparency and compliance with WHO administrative rules andregulations. The BOS division strives to strengthen the capacity of WHO/Europeto react in an agile way to external and internal changes.The divisionprojects are designed to increase productivity, ensure financial sustainabilityof the region’s structures, reinforce a client-oriented culture, strengthencountry office capacities, and drive strategic initiatives to enhance staffmotivation and well-being.Thepurpose of the Administrative Services and Conferences (ASC) unit is to deliverefficient, cost effective and responsive logistical and administrative supportthrough a service-oriented approach for the day-to-day operations and staff ofthe EURO offices and related entities.


Actas focal point for asset management in the EURO Region. Ensure efficient facilitiesservices, including overseeing central stores and purchase of office supplies andequipment for the Regional Office (RO). Ensure team members under supervisionare engaged and efficient in performing their duties. Under the broad guidance ofthe Regional Administrative Services Manager, the incumbent will perform thefollowing: Asset Management:Act as asset managementfocal point for EURO and maintain systems/tools up-to-date. Deliver trainings andcapacity building to COs/GDOs focal points for asset management, providessupport and guidance to COs/GDOs on issues related to fixed asset; assistCOs/GDOs in updating GSM asset registerProvide briefing to WHOpersonnel in the Regional Office on fixed asset related policies and proceduresTake timely actions relatedto fixed asset, including but not limited to recording, barcode assignment,tagging, transfer, revaluation, disposal, retirement, etc., as well asmaintaining the corresponding electronic recordsCoordinate annual physicalverification exercise for the Region. Review, update, consolidate and ensuretimely submission of year-end reports such as Annual Fixed Assets Certificate,Lost & Stolen report, Capitalized Fixed Asset Impairment report etc.according to relevant requirements andschedulesPrepare necessary documentsfor Property Survey Committee (PSC) with full background information and communicatedecisions to relevant offices/units/individuals. Oversee disposal approved byPSC in compliance with WHO procedures.Perform regularverification of WHO official gifts meeting reporting requirements, incoordination with Regional Director’s office and/or relevant COs/GDOs, in linewith relevant SOPs. Optimize monitoring and(re)distribution of office equipment and assets for effective use of resources.Liaise with HQ onexceptions and additions. Provide input and feedback to audit (when required),and implement procedures in consultation with supervisorFacility services:Oversee spaces, facilities& supplies for the Regional Office; manage the work in these areas toensure efficient and timely support is provided; verify documents andtransactions within the teamCoordinate and planinternal office moves in the Regional Office. Complete the establishmentand oversee the operation of a central store and central issuance ofstationery/equipment/fixed assets in the Regional OfficeCoordinate with UN City CommonServices and external providers on all facility matters, supervise and managetechnical personnel of contractors and ensure fulfillment of servicesAssist the Head of Unit inmanaging RO personnel access authorizations, act as focal point for input to UNCity common database for security and occupancy, ensuring accuracy of data ofWHO personnel in connection with recruitments, reassignments and separationsUpdate the RO personnel informationdatabase to assist in timely submission of reportsProvide backup supportwithin the unit for other duties, as required. Perform other relatedduties as required or assigned by supervisor.



Essential: Completion of secondary, technical or commercial school education.
Desirable: University degree or professional certificationrelevant to the areas of work is an asset.


Essential: Eight years’ experience in providing support in facilities services andasset management. Experience in deliveringtraining and capacity building in asset management. Supervisory experience in amulticultural environment.
Desirable: Experience in an international office complexenvironment, such as the UN City in Copenhagen Demonstrated skills in negotiationand ensuring value-for-money in procurement for assets management and facilityservices.


Essential: Thoroughknowledge and understanding of a wide range of administrative policies and proceduresand SOPs related to management of fixed assets and facilities management.Demonstratedknowledge of modern computerized asset management techniques and operations. Knowledgeof conditions of storage of fixed assets and inventories. Good knowledge inprocurement.Sound judgment, integrity and tact when dealingwith others. Ability to meet work deadlines in a timely manner and to workindependently in a team environment. Ability to communicate effectively withstaff at all levels, adapt to diverse educational and cultural backgrounds and maintaina high standard of personal conduct. Emotional intelligence; Ability to identify andmanage one’s own emotions, as well as helping others to do the same

WHO Competencies

Respecting and promoting individual and cultural differences
Knowing and managing yourself
Producing results

Use of Language Skills

Essential: Expert knowledge of English.
Desirable: Intermediate knowledge of Danish. Intermediate knowledge of French,Russian,Germa.


WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at DKK 369,937 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.


  • This vacancy notice may be used to fill other similar positions at the same grade level
  • Only candidates under serious consideration will be contacted.
  • A written test and/or an asynchronous video assessment may be used as a form of screening.
  • In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
  • According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
  • Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
  • The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
    • The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (


    ) are strongly encouraged to apply.
    • Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to


  • An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
  • WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
  • WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
  • The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
  • Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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