Administrative Associate

Overview

Administer cross-programme activities, ensuring effective financial and administrative support.

You have:

• Completion of secondary education.
• At least a university degree in business administration, social science, or similar field.
• A minimum of eight years of progressively responsible work experience in the area of administration including some experience in finance, logistics/travel and transportation.
• Relevant experience in WHO or in the United Nations system (UN).
• Experience in enterprise resource planning systems.
• Proficiency in the use of standard office computer software, note taking and operation of computerized systems and databases.
• Demonstrated knowledge of procedures and practices, rules and regulations in an administrative support area in a United Nations or WHO country office.
• Ability to undertake research, and prepare reports, briefing materials, and maintain filing systems.
• Basic financial accounting skills.
• Ability to train, brief and explain administrative procedures to other staff members.
• Ability to review, write/draft routine and non-routine correspondence and reports using proper grammar, punctuation and style.
• Ability to maintain effective client relationships and proactivity in servicing clients.
• Expert knowledge of English and local language.

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 1,348 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

This job profile is one of the Core-Predictable, Country-Presence positions for WHO country offices, systematized using objective criteria to strengthen WHO's strategic and operational presence in countries.

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:

•Administer and/or coordinate processing of work products and transactions across programme, financial, and administrative work areas.

Financial •Review obligating documents, undertake reconciliations, and prepare reports, as required, while managing petty cash accounts jointly with the finance team •Review and process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments. •Monitor aspects of the implementation of financial activities (such as deadlines, funds for project/programme budget and financial expenditures) according to the approved Admin work plan, drawing the attention of the supervisor to problems, inconsistencies, and delays. •Prepare quarterly budget for the country office and monitor expenditure, encumbrance and timely payment to suppliers.

Administrative •Support the preparation and monitoring of teamwork plans in the enterprise resource planning system. •Manage the smooth running of the administrative functions, including maintaining an up-to-date status of the office space and acting as the office space focal point for the department. •Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate. Coordinate contract review/extensions of service suppliers while monitoring the performance evaluation and services delivered to office. •Prepare and compile quarterly UNSMS for WCO Philippines. •Track/administer the team’s client-support/response system and flow of information, monitoring and ensuring the processing of requests and correspondence. •Provide administrative support to the organization of internal and external meetings using (Cvent platform), including the preparation of letters of invitation, documents, cost estimates and travel requests, the distribution of materials and liaison with participants and other stakeholders. •Assist with travel administration (SAP Concur platform) including processing of travel requests and visa issuance requests, arranging flight and hotel bookings and following up on travel related (SAP Concur platform) issues. •Compile and ensure the availability of documentation for team meetings, seminars, and workshops. •Establish and maintain the team's electronic filing system of technical and administrative documents and correspondence. •Provide administrative support for logistics, transportation coordination, and warehouse supplies management. •Assist in managing inventory supplies and overseeing organizational fixed assets.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education. Desirable: At least a university degree in business administration, social science, or similar field. Training in United Nations systems is an advantage.

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/ .

Experience

Essential: A minimum of eight years of progressively responsible work experience in the area of administration including some experience in finance, logistics/travel and transportation. Desirable: Relevant experience in WHO or in the United Nations system (UN). Experience in enterprise resource planning systems

Skills

•Proficiency in the use of standard office computer software, note taking and operation of computerized systems and databases. •Demonstrated knowledge of procedures and practices, rules and regulations in an administrative support area in a United Nations or WHO country office. •Ability to undertake research, and prepare reports, briefing materials, and maintain filing systems. •Basic financial accounting skills. •Ability to train, brief and explain administrative procedures to other staff members. •Ability to review, write/draft routine and non-routine correspondence and reports using proper grammar, punctuation and style. •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

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

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 1,025,043 (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 [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.

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Potential interview questions