Associate

Overview

Provide administrative support and manage documentation.

You have:

• Equivalent to graduation from secondary school with thorough secretarial training.
• Five years' experience in secretarial/administrative posts.
• Expert knowledge of English.
• Formal or self-training in the use of standard office software and/or training in Oracle-based or other Enterprise Resource Planning (ERP) systems is an asset.
• Experience in WHO or in another international organization is preferred.

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 1,131 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

Emergency and Humanitarian Action (EHA) - To design and implement programme activities that would prepare the health sector in dealing with emergencies and improve the health condition of affected population during and after emergency situations with the goal of supporting the Department of Health (DOH) in:

1) providing prompt assessment on health needs of populations affected by crises, identifying priority causes of ill-health and death; preparing damage estimates, emergency response and recovery/rehabilitation plans; providing prompt, credible health information and ensuring the continuity of essential health services;

2) coordinating and monitoring emergency health response/relief efforts under the aegis of the Interagency Standing Committee Health Cluster, wherein WHO is the lead agency;

3) ensuring that critical gaps in health response are rapidly identified and filled; and 4) revitalizing and building the capacity of the national health systems in dealing with preparedness, mitigation and response.

Emerging Disease Surveillance and Response (ESR) - The main objective of the current programme is to support the DOH at various levels in the design, planning, implementation, monitoring and evaluation of priority interventions for infectious disease surveillance and control including those priorities of the IHR 2005. It will support establishing partnerships with other sectors and promoting greater coordination within the health sector and among the various stakeholders. The aim is also to strengthen capacity for monitoring the effects for these interventions on the poor and for people living in remote areas of the country including ethnic minorities.

Environmental Health (ENH) - The programme provides technical support to the DOH in strengthening its capacity to effectively provide evidence-based policies, guidelines, and tools; engage in strategic partnership with key stakeholders; advocate and promote environmental health systems and other related strategies to achieve the country's goal of reaching the MDG 7 targets; and collaborate with partners for the protection of health from the impacts of climate change.

DESCRIPTION OF DUTIES

Under the general supervision and guidance of the Technical Officer (Administrative and Programme Management), the incumbent performs the following functions:

1. Screen incoming correspondence, documents and reports, and route to the supervisor with full background material, ensure their distribution and follow up on deadlines;

2. Take/transcribe non-technical and technical correspondence, reports, etc. from dictation, tapes and manuscripts, ensuring grammatical accuracy, conformity with procedural instructions and format;

3. Draft correspondence on routine matters on own initiative or from brief instructions, types statements, reports, studies, including statistical tables, etc. from manuscripts, takes minutes of meetings as needed;

4. Open, organize and maintain general project files;

5. Perform the necessary functions in the Global Management System (GSM) related to goods and services procurement, meetings, travel requests, etc.;

6. Maintain, update and monitor information on project activities in the Enterprise Content Management (ECM) System and workplan in the GSM, and generate reports as required;

7. Provide administrative support in the organization of meetings, workshops and training courses, including preparation of related folders and submission of travel requests for staff, participants, consultants, temporary advisers, etc.;

8. Create, organize and maintain general and project files with an appropriate system for follow-up on responses and deadlines;

9. Set up schedules of appointments for supervisor(s) and visitors, prepare briefing folders for the supervisor's duty travel, field staff and consultants;

10. Make travel arrangements for the supervisor(s), prepare briefing materials for his/her use on official trips or special meetings and in his/her absence, brief or take notes on matters for which the programme(s) is responsible;

11. Assist in undertaking searches, compiling and maintaining information relevant to the programme;

12. Occasionally replace secretarial staff during their absence, as coordinated by the first level supervisor;

13. Perform other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school with thorough secretarial training. Desirable: Formal or self-training in the use of standard office software and/or training in Oracle-based or other Enterprise Resource Planning (ERP) systems is an asset.

Experience

Essential: Five years' experience in secretarial/administrative posts. Desirable: Experience in WHO or in another international organization is preferred.

Skills

• Thorough knowledge of office procedures.
• Good communication and interpersonal skills.
• Ability to act with tact, diplomacy, discretion and respect for confidentiality.
• Ability to discern routine from non-routine.
• Ability to prioritize tasks. Ability to draft/prepare correspondence, memorandum, summary of meetings and notes for the record.
• Typing skills at required speed.
• 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 high standards 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 638,273 (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.

• 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.

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

• 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 reasonableaccommodation@who.int

• 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.

• 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.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

• In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click the link for detailed guidance on completing job applications: Instructions for candidates

Potential interview questions