Administrative Assistant (Protocol)

Overview

Provide operational and administrative support concerning protocol matters

You have:

• Equivalent to graduation from secondary school.
• Eight years of experience in general administrative duties and working on protocol related transactions.
• Preferably with experience in government offices and other international organizations with protocol related duties.
• Excellent knowledge of existing policies and regulations of the Government of protocol related transactions.
• Knowledge of WHO procedures and ability to acquire knowledge, understand and apply WHO policies, rules and regulations.
• Good interpersonal and communication skills, tact, diplomacy and good judgement.
• Ability to analyse and interpret source documentation and data.
• Ability to draft correspondence with typing skill.
• Ability to discern routine from nonroutine.
• Good computer skills and ability to adapt to various software applications.
• 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.
• Expert knowledge of written and spoken English.

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,332 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

OBJECTIVES OF THE PROGRAMME

The Administrative Services Unit is responsible for providing operational and administrative support to all regional staff in the areas of travel and meeting management, registry and logistic services, staff security and safety, building and grounds maintenance, and other related services.

DESCRIPTION OF DUTIES

Under the supervision of the Administrative Services Officer and guidance of the Director, Administration and Finance, the incumbent performs the following functions:

1. Provides information and support to staff on all protocol related matters;

2. Liaises all protocol related matters with relevant Government Offices and parties;

3. Works closely with the Philippines Department of Foreign Affairs (DFA) on the application and renewal of DFA ID cards for staff members and recognized dependants; ensures procedures and systems are updated and communicated to concerned staff, where applicable;

4. Ensures DFA ID cards issued to international staff members and their dependants are returned prior to their departure from Manila when relocating through the local clearance certificate; Prepares correspondence and arrange for the return of the DFA ID cards to DFA. Maintains a record of note verbale for the return of the DFA IDs;

5. Coordinates the full application and renewal process of DFA ID cards for staff members and recognized dependants. Drafts/prepares routine correspondence relative to the application and renewal of DFA ID cards of staff members and recognized dependent spouse; ensure completeness of submitted requirements; encodes Philippines visa and DFA ID in Staff Information System for appropriate follow up on the validity/expiration; ensure proper handling/release of the DFA ID cards to staff members; maintains copies of the DFA ID cards;

6. Prepares reports on international staff, in coordination with HRM as and when required by the DFA;

7. Works closely with relevant government offices and parties to facilitate the importation/exportation of personal effects, vehicles importation, registrations, sales, exportation, donation and provide information to staff on related issues;

8. Maintains local contacts and works closely with Land Transportation Office (LTO) and the Philippines National Police (PNP) to facilitate the stenciling and registration of official and staff vehicles, including arranging vehicles to be sent to either LTO or PNP-Highway Patrol Group (PNP-HPG) in urgent cases;

9. Works closely with LTO to facilitate issuance and renewal of local driving licenses;

10. Assists in coordinating with relevant national authorities on security related matters;

11. Provides back up, as where and when necessary to the Assistant in the Travel and Transport team to support airport matters, including pre-check in of senior officials of the Organization and VIPs including those related to meetings of the Regional Committee; and

12 . Performs other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school.

Experience

Essential: Eight years of experience in general administrative duties and working on protocol related transactions. Desirable: Preferably with experience in government offices and other international organization with protocol related duties.

Skills

-Excellent knowledge of existing policies and regulations of the Government of protocol related transactions;

-Knowledge of WHO procedures and ability to acquire knowledge, understand and apply WHO policies, rules and regulations;

-Good interpersonal and communication skills, tact, diplomacy and good judgement;

-Ability to analyse and interpret source documentation and data;

-Ability to draft correspondence with typing skill;

-Ability to discern routine from nonroutine;

-Good computer skills and ability to adapt to various software applications;

-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 Producing results Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of written and spoken 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 739,397 (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.

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

• 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.

Potential interview questions