Executive Associate

Executive Associate (Building Management Services)-(2304043)Grade:G7Contractual Arrangement:Fixed-term appointmentContract Duration (Years, Months, Days):Two years

Job Posting
:

Closing Date
:May 25, 2024, 4:5+:00 PM

Primary Location
:India-New Delhi

Organization
:SE/DAF Director - Administration & Finance

Schedule
:Full-time IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.

Objectives of the programme

The Administrative Services Unit (ASU) provides collaborative, client-focused, quality and results-oriented administrative services to all staff primarily in the Regional Office (RO), but also in the eleven country offices within the South-East Asia Region. The aim is to provide efficient and reliable delivery of comprehensive services in buildings management and office services, security, asset management & supplies, records & archives, travel & transportation, conference & logistics to staff in order to enable them to carry out their mandate at ease.

Description of duties

Under the direct supervision of the Administrative Officer, Building and Security (ABS), and overall guidance of the Administrative Services Officer (ASO), the incumbent will perform the following duties:
• Supervise the daily operation, maintenance and repair of all SEARO office buildings and storage premises to ensure sustainable and quality functioning and/or continuous availability of all building utilities, building technical support systems, civil engineering infrastructure, ancillary equipment, furniture and furnishings. Make recommendations for resolution of unusual engineering or technical complications.
• Coordinate and supervise BMS and/or essential contractual staff to carry-out daily buildings and facilities operations regarding buildings management services, including housekeeping, engineering services, premises safety and security, preventive/maintenance, repair and alteration/upgrade.
• Establish requirements and draft technical specifications and soliciting requests for proposals/quotations and/or competitive tendering for BMS services, equipment and goods in accordance with WHO procurement and financial rules and regulations.
• As directed, assist with organizing and overseeing refurbishment/new construction works, new installations and contractual services. Coordinate with consultants, and contractors to ensure the quality of works/services performed is in accordance with set terms and conditions, objectives and codes and standards. Supervise work and undertake final inspection, remedial actions and commissioning of the work. Ensure the timely and accurate processing of all associated invoices.
• Ensure accurate record keeping of engineering drawings for all new building infrastructure, equipment and systems. Draft preventive/corrective maintenance schedules, SOPs, etc. for BMS use, including BMS/Facilities Handbook for staff.
• In close coordination with Executive Security Assistant (ASU) and supervisors, support the required security and safety infrastructure, and draft emergency plans, conduct fire and evacuation drills in coordination with UNDSS and concerned national authorities.
• Coordinate with local utility providers, national authorities, etc. as needed to ensure that all utilities supply, permits, etc. are in place for building occupation by staff.
• Ensure a sustained safe and clean office working environment through regular inspection and control of indoor air quality, pest control, drinking water quality, food quality, etc. based on established contractual service levels and relevant local and international codes and standards.
• As directed, support space planning/allocation/accommodation activities, staff relocations and meetings and conference services support upon receipt of requests from technical units.
• Perform any other duties as assigned by supervisor.

Required Qualifications

Education

Essential : Secondary school education with additional trainings in buildings management, facilities management, project management, engineering or a related field.

Desirable : University Degree from a recognized technical institute in engineering, architectural or a related field. WHO only considers higher education qualifications obtained from an accredited institution. The list can be accessed through this link

Knowledge of basic building occupational safety and environmental health standards for building complexes.

Training/knowledge of work-related computer applications, air-conditioning systems, building equipment and infrastructure, etc.

Experience

Essential : Minimum ten years of progressively responsible experience in buildings management involving the operation and maintenance of electrical systems, safety and security systems and other major technical building support systems/equipment.

Desirable : Practical experience in an international organization in the coordination of multi-skilled technical teams with overseeing the preventive maintenance of building infrastructure, including direct oversight of building and facility contractual support services.

Knowledge and use of Computer Aided Design (CAD) software for office space planning purposes.

Skills

Good knowledge and skills in supervising and undertaking day-to-day operations, maintenance and repair work on building premises, including practical hands-on experience with sustaining electrical systems, life safety systems, ventilation, air-conditioning systems, grounds and other major technical building support systems/equipment. Knowledge of applicable local laws, regulations and codes for building complexes.

WHO Competencies
• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Ensuring the effective use of resources

Use of Language Skills

Essential :
• Expert knowledge of English.
• Expert knowledge of Hindi.

Remuneration

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 INR 1,630,025 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave