General Services Assistant
hace 2 semanas
Job Summary:
The General Services Assistant will provide administrative support for the general services operations within the World Health Organization. The incumbent will assist in the coordination, control, and monitoring of the implementation, elimination, use, and replacement of supplies, as well as the preventive and corrective maintenance of equipment.
Key Responsibilities:
- Assist in the coordination and control of the implementation, elimination, use, and replacement of supplies.
- Monitor and maintain the preventive and corrective maintenance of equipment.
- Develop and implement the Annual Operational Plan in conjunction with staff to identify and meet the needs of the General Services Section.
- Manage the use of PAHO's fleet of vehicles and the services offered to personnel, transportation goods or equipment, and operational support to the office.
- Ensure the adequate utilization of official vehicles and drivers' assignments, analyze charts of fuel consumption, mileage, usage, preventive and corrective maintenance, repairs, and insurance.
- Monitor and hire the insurance services for official vehicles and premises.
- Monitor the correct implementation of all security aspects and the implementation of the UN Security Plan.
- Control and manage the access and exits records of personnel, visitors, and suppliers.
- Keep inventory of control records and documents up-to-date and perform physical audits of expendable and non-expendable property.
- Maintain adequate documentation for the issuance of annual inventory certificates and carry out periodical checks of inventory.
- Monitor storage space within office premises.
- Maintain PMIS inventory records up-to-date and register in the system entries and disposals.
- Elaborate and provide regular reports and statistical information of each activity performed by the Unit.
- Provide logistical support for meetings, courses, seminars, workshops, and official events.
- Assist with rental of equipment and transportation, distribution of invitations, working documents, and maintain records of equipment use.
- Assist in keeping up-to-date the centralized schedule of technical and administrative events.
- Prepare routine correspondence and relevant administrative matters related to assigned responsibilities.
- Work as a team member in the absence of other staff members.
Requirements:
- Certificate of completion of high school.
- Four years of administrative work experience.
- Desirable: Experience in general services, infrastructure maintenance, asset management, and inventories.
Skills:
- Knowledge of basic procurement contracting principles and terms.
- Ability to interpret rules and regulations.
- Proficiency in the use of computer software in accordance with assigned responsibilities.
- Ability to research, analyze, and organize information to prepare correspondence and comprehensive status reports.
- Ability to organize and carry out administrative processes such as organizing meetings, logistics of events, management of service providers for the procurement of supplies and equipment, preparation of reports, accountability, etc.
- Ability to prepare working translations and write/originate routine and non-routine correspondence and reports in English and Spanish.
- Ability to manage goods, services, and inventories.
- Ability to develop work plans and coordinate multi-tasking maintenance and general services teams.
Language:
Very good knowledge of Spanish with a working knowledge of English.
IT Skills:
Demonstrated ability to effectively use current technology and software, as well as Enterprise Resource Planning (ERP).
Other IT skills and knowledge of software programs such as Microsoft Excel, Outlook, OneDrive, PowerPoint, Teams, SharePoint, and Word are considered essential.
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