JOB DESCRIPTION

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PURPOSE OF THE POSITION

The incumbent is responsible for the effective and efficient functioning of the Division with full confidentiality in all aspects of work assignments, maintenance of protocol procedures, management of information flow and efficient follow-up on deadlines and commitments made.

DESCRIPTION OF DUTIES

The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office

● Ensure effective and efficient functioning of the division, exercising discretion and confidentiality for sensitive matters.
● Manage the supervisor”s calendar, coordinating appointments and meetings, ensuring the exercise of due protocol with high-ranking officials.
● Make arrangements for the supervisor”s travel and itinerary, preparing background materials, documentation, agendas, and briefing files.
● Manage the information flow of the office, reviewing, prioritizing, and routing all incoming correspondence, ensuring timely follow up action and responses.
● Proofread and quality assure the standard of outgoing correspondence for action/signature by the divisional director.
● Maintain up-to-date databases on official contacts for the division including contact information of Government Officials, members of the Diplomatic Corps, development partners, national institutions, United Nations system partners, intergovernmental organizations, nongovernmental organizations, donors, and other multilateral agencies.
● Prepare presentations, correspondence, reports and other official documents.
● Coordinate the secretarial and related administrative support services of the office, distributing special assignments, briefing and guiding new employees on administrative office procedures and WHO standards in official communication.
● Brief prospective candidates or new appointees on benefits and conditions of employment.

REQUIRED QUALIFICATIONS

Education

Essential: Certificate of completion of secondary or high school.
Desirable: Training in office administration. Relevant higher level diploma or degree

Experience

Essential: Minimum of eight years of work experience in general office or administrative work.
Desirable:

Relevant experience in a health-related field including supervisory responsibilities

Relevant experience in WHO or another UN agency an asset.

Functional Knowledge and Skills

● Organizational procedures and standards in executive-office administration and communications.
● Implementation of office protocol arrangements in accordance with established standards.
● Ability to plan, organize and coordinate meetings, schedules and itineraries.
● Ability to research, analyse and organize information for the preparation of reports and briefings.
● Ability to prepare working translations.
● Excellent communication skills including the ability to write/originate routine and non-routine correspondence and reports.
● Ability to evaluate and determine priorities and make recommendations for the supervisor”s information flow and calendar.
● Ability to maintain effective client relationships and proactivity in servicing clients.

WHO Competencies

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

– Teamwork
– Respecting and promoting individual and cultural differences
– Communication

– Producing results

– Knowing and managing yourself

Use of Language Skills

Excellent knowledge of written and spoken English

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

· Work requires the use of word processing or other software packages, and standard office equipment.

· Formalorself-trainingintheuseofstandardofficesoftware.

· Training in Oracle-based or other ERP systems an asset.

· Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; extensive use of e- mail and scheduling software to improve communications both internally and externally, Oracle/GSM for administrative matters.

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 935,973 (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.
• 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.
• For information on WHO”s operations please visit: http://www.who.int.
• 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 (https://www.who.int/careers/diversity/equity-and-inclusion) are strongly encouraged to apply for WHO jobs.
• 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 [email protected]
• 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 a 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 [email protected].
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• The salary will be calculated based on the local salary scale of the relevant duty station
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false363398363398Submission for the position: Roster for Administrative Assistant – (Job Number

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements