Administrative Clerk

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WHO - World Health Organization

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Application deadline 1 year ago: Wednesday 21 Sep 2022 at 21:59 UTC

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Contract

This is a G-3 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 3 years of experience, depending on education.

Salary

The salary for this job should be more than 844 USD.

Salary for a G-3 contract in Manila

The salary of a G-3 depends on the duty station. The minimum salary there is 47,475 PHP (~844 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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.

More about G-3 contracts.

OBJECTIVES OF THE PROGRAMME

The Administrative Services Unit (ASU) 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.

ASO Office provides overall management and coordination of activities in the ASU to ensure provisions of services in ASU in a responsive and high quality manner.

DESCRIPTION OF DUTIES

Under the direct supervision of the Administrative Assistant, and guidance of Administrative Services Officer, the incumbent performs the following duties:

  1. Screens all communications received by the ASU Service Desk and refers messages to the corresponding ASU teams for action; follows up and monitors the team response to ensure timely and efficient service;
  2. Maintains updated monitoring files of all contracts in ASO for timely administrative actions;
  3. Initiates administrative actions and monitors encumbrances related to goods and services procurements using the Global Management System (GSM);
  4. Assists in verification of invoices for services and expenses related to office and building operations for the review of ASO (i.e. landline and mobile phone bills, internet , ATM lease line , cable subscription, services of security, janitor, clerk, value parking and pest control, etc.); and assist in processing of documents for payments;
  5. Prepares and submits Payroll Standing Transactions for personal charges, and expenditure batch for the back charging of official mobile phone fees.
  6. Sets up and maintains office records and reference files on various subjects;
  7. Assists in gathering, compiling and maintaining information relevant to the administrative and finance, including various statistics required by ASO;
  8. Assists in arrangements required for meetings convened by ASO, including collation and distribution of documents, room reservations, etc;
  9. Provides assistance in the performance of general clerical duties, such as routing of publications and documents and follows up on submissions of ASO's requirements from other units, etc;
  10. In the absence of the Administrative Assistant, ASO, sets up schedule of appointments for supervisor and visitors, prepares briefing folders for the supervisor's duty travel and monitors travel requests and travel claims;
  11. In the absence of the Administrative Assistant, ASO, reviews all correspondence received via the ASO e-mail and refers messages to the corresponding teams or team members for action;
  12. Prepares and maintains records of requisitions of the Unit including issuance of gate pass and overnight parking;
  13. Manages the "Lost and Found Items" box at the Regional Office, including placing announcements in WPRO's intranet pages;
  14. Provides back up to other team members during their absences;

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school with thorough training and/or experience in secretarial duties. Desirable: Additional training in administration an advantage.

Experience

Essential: Two years of experience in secretarial or clerical positions Desirable: Experience using Oracle-based or other Enterprise Resource Planning (ERP) systems an asset. Experience in a UN Organization is desirable.

Skills

Knowledge of office 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 good typing skill.

Ability to discern routine from non-routine.

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 Knowing and managing yourself

Use of Language Skills

Essential: Intermediate 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 454,544 (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.

Added 1 year ago - Updated 1 year ago - Source: who.int