Associate- Information, Products and Services (IPS)

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 1,153 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

The Information Products and Services (IPS) unit is responsible for ensuring that the library, publications, translation and interpretation requirements of the Organization are addressed efficiently and in a timely manner.

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DESCRIPTION OF DUTIES

Under the general supervision of the Technical Lead for Information Products and Services, the incumbent will perform the following duties:

1. Screen incoming correspondence, documents and reports and route to the Technical Lead or other staff in the unit with full background material; to ensure their distribution and follows up on deadlines;

2. Draft/prepare non-technical and general correspondences, minutes of meetings and other records of discussions, reports, etc., on own initiative or from brief instructions, ensuring grammatical accuracy, conformity with procedural accuracy and format and completeness and relevance of supporting documents/attachments;

3. Initiate and follow through administrative formalities related to budget monitoring and implementation; processing of various contracts and documents for consultancies, agreement for performance of work, internships, etc; procurement of supplies and equipment request, including goods shipment, distribution, storage and stocks replenishment and inventory; and to initiate all Global Management System (GSM)/Business Management System (BSM)-related transactions, as applicable;

4. Provide administrative support in the organization and arrangements of formal/informal meetings, consultations, workshops and training courses, including preparation, proofreading and formatting of related files; processing of various contracts and documents for consultancies, agreement for performance of work, interpreters and general external services; invitation to country participants, temporary advisers, representatives and observers and members of the Secretariat; and coordinate and arrange meeting logistics. To coordinate and seek guidance with other administrative units in the organization of meetings such as Meetings and Courses, Budget and Finance, Travel and Transportation and the Global Service Centre;

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

6. Set up and coordinate schedules or appointments for the Technical Lead and visitors; to prepare briefing folders for technical staff's duty travel, field staff, temporary staff and consultants;

7. Assist in searching, compiling, and maintaining information relevant to the programme and team including the tracking and monitoring of projects' implementation; to perform liaison duties with the other members of the unit;

8. Make travel arrangements for the Technical Lead; to prepare briefing materials for his/her use on official trips or special meetings; and in his/her absence, to brief or take notes on matters for which the programme is responsible;

9. Provide backstopping, gap-filling and/or occasionally replace administrative staff within the team and division during their absence to ensure provision of back-up support to all programmes when needed, as coordinated by the Administrative Assistant to the Division Director; and

10. Perform related duties as required.

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REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school. 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 multicultural environment.

Skills

• Thorough knowledge of office procedures, administrative rules and regulation, word-processing and spreadsheets applications.
• 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 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. Desirable: Expert knowledge of French.

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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.

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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.