OBJECTIVES OF THE PROGRAMME

The Division of Business Operations and Solution Lab (BOS) provides full range of administrative and financial support and services to all regional activities and programmes to facilitate the achievement of WHO objectives. Enabling and support functions. Administrative support services necessary for the efficient functioning of the Organization provided.
 

DESCRIPTION OF DUTIES

Under the general supervision of the Senior Executive Associate and the Director, BOS, the incumbent will perform the following duties:

General
- Oversee and monitor the information flow of the office of the Director, BOS, screening, sorting, analysing and identifying areas requiring action by the Director.
- Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the Director, BOS, liaising with units/teams, as appropriate.
- Receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate.
- Provide background information for appointments with official visitors and/or staff members.
- Maintain Director's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.
- Disseminate information on administrative procedures to GS staff in the team/department and assist staff of in adhering to WHO administrative procedures.
- Monitor requests of Goods and services, including receipt, payment and inventory requirements.
- Coordinate and monitor office space requirements in liaison with relevant units as required. 

Correspondence 
- Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance
- Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.
- Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
- Ensure that administration reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance.
- Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met.

Human Resources
- Monitor leave and attendance records, as required.
- Ensure the timely appointment /renewal of contracts in the HR Action Plan.

Procurement
- Initiate through Oracle/GSM procurement module, contracts for Goods and Services (Imprest and GES) requests. Monitor and record receipt of deliverables and initiate and monitor payments. 
- Prepare expenditure batch, prepayment requests and invoice processing payments.

Budget and Finance
- Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.
- Promptly follow-up on financial, budgetary and any outstanding issues concerning the team/division, including timely processing of committal documents.
- Check and verifies the reports submitted by the unit team. 

Information Management
- In close collaboration with other support staff, create and maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
- Obtain documents and information from in-house and external sources as required.
- Coordinate compilation of administrative documents requested of and provided by staff, to ensure they are logically compiled, formatted and assembled to facilitate the work of the Director.

Meeting Administration
- Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including preparing event plans in GSM/Oracle, letters of invitations, cost estimates and travel requests and claims; assisting with preparation of documents, dispatching of materials and liasing with participants and others involved.
- Prepare presentation using PowerPoint and other software packages on own initiative or on the basis of instructions
- Schedule team/departmental meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the request of the Director and preparation of minutes. 

Travel
- Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested. 

Other Duties- Perform other related duties as required or instructed, including providing support to other areas of work.
 

REQUIRED QUALIFICATIONS

Education

Essential: Graduation from secondary school with thorough training in secretarial duties and office practices.
Desirable: Formal or self-training in computer and writing skills. Relevant bachelor's degree.
 

Experience

Essential: At least five years of relevant experience in secretarial and/or administrative positions.
Desirable: Experience in Oracle-based or other Enterprise Resource Planning (ERP) systems an asset. Experience in WHO or an international organization preferred.
 

Skills

Thorough knowledge and abreast with changes in office rules and procedures, administrative rules and regulations, Global management System (GSM) processes, processing of invoices and organizational structure of WHO. 

Skill in the use of word processing, excel spreadsheet, PowerPoint and standard office software. 

Ability to discern routine from non-routine tasks and ability to draft routine correspondence. 

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

Enhanced WHO Global Competency Model: 
who-enhanced-competence.pdf

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Ensuring effective use of resources
Moving forward in a changing environment
 

Use of Language Skills

Essential: Expert knowledge of English and local language.
Desirable: Intermediate knowledge of French.

 Other Considerations (e.g. IT Skills; etc.)

Work requires the use of: word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.  Work is performed in a typically normal office environment.  

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 876,102 (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 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 Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.

• WHO is committed to creating a diverse and inclusive environment of mutual respect. 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.

• 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 (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.

• Persons with disabilities may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to reasonableaccommodation@who.int with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.

• 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.

• For information on WHO's operations please visit: http://www.who.int.

• 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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