Assistant

Overview

Assist with administrative tasks and support program implementation

You have:

• Equivalent to graduation from secondary school preferably with thorough training in secretarial/administrative duties.
• Relevant higher level diploma or degree.
• At least five years' experience in secretarial/administrative posts.
• Work experience in WHO or in another international organization.
• Experience working in a multi-cultural environment.
• Thorough knowledge of office procedures.
• Results-oriented, good communication skills and interpersonal skills.
• Ability to act with tact, diplomacy, discretion and respect for confidentiality.
• Ability to prepare correspondence, summary of meetings, documentation and notes for the record.
• Typing skills, good computer skills and ability to learn and use different software applications.
• Ability to discern routine from nonroutine.
• 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 English.

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,135 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

To support Member States develop, implement, monitor and evaluate comprehensive multisectoral policies, plans and programmes that include population-based and individual-based approaches that prevent and control health at the national level, through supporting the establishment or strengthening of national multisectoral mechanisms and building capacity of Member States to: (a) collect, analyse and report of noncommunicable diseases (NCD) risk factors prevalence and morbidity and mortality rates, and (b) implement Global NCD surveys [i.e. WHO STEPwise approach to Surveillance (STEPS) survey, Global School-based Student Health Survey, and the NCD Country Capacity Survey].

To support the Division Director in the coordination of overall NCD prevention and control in collaboration with WHO headquarters, regional offices and country offices across divisional work.

To support Member States in developing sustainable and autonomous infrastructure for health promotion to effectively apply and scale up health promotion policies, strategies, action plans and interventions to address priority public health concerns. Building healthy public policies, creating supportive environments, strengthening community actions and personal skills will be promoted in a range of settings e.g. cities, islands, schools, workplaces, among others. Emphasis is placed on development of health literacy in various settings. Capacity in countries will be enhanced through technical support, guidelines, materials and leadership development programmes, among others.

Due to urbanization, urban health strategies are vital to help countries promote health in urban settings (communities and suburban areas in cities, schools, workplaces, etc.) and creates healthy environment. Better urban planning and efficient transport are supported by advocating city-to-city learning, building regional technical networks and resource centres for healthy cities, strengthening capacity-building on national and city levels for action and advancing national policy and programmes in healthy urbanization.

DESCRIPTION OF DUTIES

Under the general supervision and guidance of the Principal Administrative Assistant, the incumbent performs the following duties:

1. To screen incoming correspondences, documents and reports and route to the supervisor with full background material; ensures their distribution and follows up on deadlines;
2. To draft/prepare nontechnical and general correspondences, reports, etc. using word processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format; to draft/prepare general correspondences not involving policy or technical knowledge on own initiative or from brief instructions;
3. To initiate administrative formalities related to budget monitoring and implementation, processing of various contracts and documents, procurement of supplies and equipment request, etc. in the Global Management System;
4. To assist in the preparation of fundraising proposals, the drafting of donor agreements and the preparation of financial and narrative donor reports;
5. To provide administrative support in the organization and arrangement of formal/informal meetings, consultations, workshops and training courses, including preparation of related files, recruitment of consultants, invitation to country participants and temporary advisers and logistics; to coordinate with other administrative units in the organization of meetings such as with Meetings and Courses, Budget and Finance, Travel and Transport and the Global Service Centre;
6. To open, organize and maintain general and project files with an appropriate system for follow-up on responses and deadlines;
7. To set up schedules or appointments for supervisors and visitors; to prepare briefing folders for the supervisor's duty travel, field staff and other temporary staff;
8. To assist in searching, compiling, and maintaining information relevant to the programme and team, including the monitoring of project implementation; to perform liaison duties with the other members of the team as well as with other units;
9. To make travel arrangements for the supervisor; to prepare briefing materials for his/her use on official trips or special meetings; and, in his/her absence, to brief or take note on matters for which the programme is responsible;
10. To occasionally replace secretarial staff within the team and division during their absence, as coordinated by the Senior Administrative Assistant to the Coordinator or the Principal Administrative Assistant to the Division Director;
11. To organize and maintain a system to monitor programme tasks, follow-ups and deadlines, and identify requirements for work completion;
12. To commit to learning new knowledge, ideas and skills for efficient work and productivity; to handle/organize mentorship/training for team members; and
13. To perform related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school preferably with thorough training in secretarial/administrative duties. Desirable: Relevant higher level diploma or degree.

Experience

Essential: At least five years' experience in secretarial/administrative posts. Desirable: Work experience in WHO or in another international organization. Experience working in a multi-cultural environment.

Skills

Thorough knowledge of office procedures. Results-oriented, good communication skills and interpersonal skills. Ability to act with tact, diplomacy, discretion and respect for confidentiality. Ability to prepare correspondence, summary of meetings, documentation and notes for the record. Typing skills, good computer skills and ability to learn and use different software applications. Ability to discern routine from nonroutine. 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: Expert 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 631,953 (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