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Administrative Associate
World Health Organization (WHO)
WP/DHP Division of Healthy Environments and Populations
G6 Associate Full-time Locallly Recruited
Closing soon: 8 Dec 2022
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Posted 1 week ago
Job Description

OBJECTIVES OF THE PROGRAMME

To support Member States prevent and control noncommunicable diseases (NCD) and their risk factors through comprehensive and multisectoral policies, plans, and programmes including population-based and individual-based approaches, monitoring and reporting, as well as promoting health and wellbeing at local and national levels by providing guidance for national policies, programmes, and surveillance to slow down and reverse trends of NCD and risk factors.

 

DESCRIPTION OF DUTIES

Under the general supervision of the Senior Executive Associate and in close coordination with the Coordinator, NCD Prevention and Health Promotion
(PND), the incumbent will perform the following duties:


(1) Assist the Coordinator in his appointments and travel arrangements; assist in coordinating the administrative and secretarial work of the unit:
a. act as administrative coordinator for all general service staff within the unit; review all incoming correspondence and distribute it for action to appropriate focal points; monitor the workload of the assistants/associates and ensure tasks are assigned in an equitable manner, allocate staff to provide additional administrative support during the peak periods to meet urgent needs;
b. provide guidance to junior support staff on rules, regulations, work procedures and use of Global Management System (GSM);
c. provide secretarial support and facilitate communication exchange with other units/offices on administrative and secretarial matters; act as focal point to provide adequate and timely response and draft  written responses to inquiries within and outside the unit;
d. assist the unit in information collection, communications, meetings and compiling resource mobilization information for preparation of proposals;
e. monitor, follow up timely submission, collect and file unit's mission reports and WHO workshops/meeting reports.

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(2) Act as one of the division procurement superusers to ensure the creation and maintenance of complete supplier database:
a. for the unit;
b. for other units within the division as agreed with the Division Director;
c. provide support to the unit staff on client/procurement related matters.

(3) Act as the meeting planning focal point for the unit:
a. review meeting budget and alignment with approved planning minutes;
b. coordinate meeting preparation, implementation, monitoring and reporting;
c. provide guidance in terms of meeting protocols and practices.

(4) Act as the quality control of the unit's administrative transactions in GSM and ensure the proper procedures are followed particularly in the procurement of goods and services. Ensure that travel policies and procedures are followed by the unit, paying attention to policies on travel planning and efficiencies.

(5) Act as a GSM focal point for the unit and provide guidance on GSM transactions.

(6) Initiate, update and monitor unit's workplan in coordination with the Coordinator:
a. assist with staff issues, support recruitment and selection process for temporary and fixed-term staff, recruitment of consultants, seconded staff and interns;
b. coordinate with the Global Service Centre to ensure payments for suppliers and staff are processed in a timely manner;
c. initiate the procurement of goods and services in GSM.

(7) Perform other duties as requested by the supervisor.

 

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school with thorough training in secretarial/administrative duties.
Desirable: Relevant higher level diploma or degree.

 

Experience

Essential: Minimum of eight years' experience in secretarial/administrative posts.
Desirable: Work experience in WHO or in another international organization. Experience working in a multicultural environment.

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Skills

Thorough knowledge of office procedures. 
Results oriented, good communication skills and interpersonal skills. 
Ability to act with tact, diplomacy, discretion and respect for confidentiality.
Ability to prepare correspondence, summary of meetings, documentation and notes for the record, etc.

Typing skills, good computer skills and ability to learn and use different software applications.
Ability to discern routine from nonroutine.

Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds, and maintain a high standard of personal conduct.

 

WHO Competencies

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

 

Use of Language Skills

Essential: Expert knowledge of English.

 

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 PHP 746,790 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

 

ADDITIONAL INFORMATION

  • 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 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.
  • Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
  • WHO is committed to workforce diversity.
  • 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.
  • 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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