Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 981 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

As part of the regional Supply team, the incumbent will provide administrative and procurement support.

The Division of Administration and Finance (DAF) aims to provide effective, efficient and responsive administrative and financial support in the planning, preparation and implementation of activities and programmes in order to achieve WHO's mandate in the Western Pacific Region. Under DAF, the Supply Unit provides support for the procurement of goods and services for the Regional Office and country offices in the region. The Supply Unit also provides training, guidance and monitors compliance to procurement policies and procedures in the Region.

DESCRIPTION OF DUTIES

The incumbent is responsible for the following duties:

1. Monitor generic mailboxes, re-direct correspondence to relevant staff in the team. Upon consultation with supervisor, draft and send replies to general and administrative correspondences.
2. Monitor deadlines, reminding responsible staff to ensure that correspondence and queries from internal clients and vendors are responded to in a timely manner.
3. Maintain a record of all incoming communication with appropriate system of referral and follow-up, update tracking files and maintain filing systems, ensuring that all activities supported are traceable and accessible. Ensure that the Supply site on WPRO Intranet is up to date with appropriate guidance and templates.
4. Schedule bi-weekly team meetings and ensure that the Task Register is updated by team members before the meeting. Assist in gathering, compiling and maintaining information relevant to procurement transactions.
5. Screen and receive visitors and telephone calls with tact and discretion. Make appointments and update the calendar, answer queries and/or redirect visitors and callers with diplomacy and courtesy, obtain background information on the purpose of appointments.
6. Handle procurement of goods and services contracts of low value, monitor and record receipt of deliverables, initiate and monitor payments and receipts as needed.
7. Support the organization of unit meetings and team building activities through the preparation of travel requests, files, presentations and slides, reservation of meeting rooms and hotel accommodations.
8. Hand online purchases through credit cards such as online subscriptions and licenses.
9. Provide administrative support to the Contract Management Officer for field missions, training, visa and ID applications and renewal.
10. Perform other related duties, as required.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school. Desirable: Certification in procurement, logistics or supply chain management.

Experience

Essential: At least three years' experience in administrative functions. Desirable: Work experience in procurement in a large or international organization, including WHO.

Skills

• Thorough knowledge of office procedures; as well as rules and regulations related to procurement and supply chain.
• Excellent computer skills with the ability to adapt different types of software applications.
• Ability to draft routine correspondences. Ability to work harmoniously as a member of a team, adapt to diverse cultural and educational backgrounds and maintain a high standard of personal conduct.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Producing results Overall attitude at work

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Tagalog.

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 540,912 (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.
• 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]