Principal Administrative Assistant

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 1,580 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.

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OBJECTIVES OF THE PROGRAMME

The Division of Healthy Environments and Populations aims to provide leadership and action and to support Member States in attaining a greater level of awareness for the promotion of healthy environments and populations by addressing key health-related social, environmental and behavioural risk factors and determinants. This programme will respond to the needs of the population in the aspects of lifestyle approach to the impact of climate change, environment and health, noncommunicable diseases, nutrition, tobacco control, health promotion and related health systems to promote healthy social and physical environments where people live, study, work and play as substantial and essential elements of sustainable development, health equity and gender inequality.

DESCRIPTION OF DUTIES

Under the general supervision of the Division Director, the incumbent performs the following functions:

1) Support to the Division Director

a) To screen all incoming correspondence, documents and reports. To identify important correspondence requiring urgent attention, ensure proper and prompt distribution and/or circulation to related teams/units. To verify and collate inputs from various teams/units for the preparation of documents and information. To review all outgoing correspondence for accuracy, format, and conformity with policies and standards;

b) To make travel arrangements for the Division Director, ensuring compliance with regulations and lead time. To collect background information and prepare briefing/meeting materials, including those for country visits, Regional Committee Meeting, WHO Representatives/Country Liaison Officers Meeting, Executive Board meeting and World Health Assembly;

c) To coordinate appointments for the Division Director, organize programmes for visitors. To organize periodic Division meetings, prepare agenda, documents for discussion and relevant presentations, take notes and prepare minutes and notes for the record. To follow up on action points decided upon during Cabinet and Coordinator meetings. To arrange video and teleconferences.

2) Office Management

a) To plan and organize administrative work within the Division, distribute assignments to other support staff in an equitable manner, ensure proper coverage during absences and peak periods in consultation with respective coordinators and/technical leads and/or Programme Management Officer (PMO). To establish and maintain a system to monitor work progress and initiate follow-up actions with responsible officers and support staff to ensure that deadlines are met. To periodically review internal working procedures and record-keeping systems and recommend improvement as needed;

b) To provide guidance on global and Western Pacific Regional Office guidelines and procedures and Global Management System (GSM) processes and steps, and coach staff as needed. To conduct meetings with GS-staff to provide updates, share information, discuss problematic issues, and identify the best ways to enhance communication/cooperation between units. To review completed work of administrative support staff and provide input into performance appraisals as requested. To identify training needs and opportunities of administrative support staff and communicate them to supervisors and Staff Development and Learning;

c) To propose potential GS-staff rotation within and across the Division. To analyse conflict situations between GS-staff, acting as a mediator, proposing conflict resolution interventions to Division Director and/or concerned coordinators/technical leads;

d) To serve as Division focal point on GSM (WHO's enterprise resource planning system) administrative actions. To initiate or assist other staff with initiating administrative and/or programme-related actions in GSM. To monitor actions submitted in GSM to ensure prompt action. To ensure that submissions are correct and complete and have appropriate supporting documents attached or uploaded in GSM before approval is granted. To provide briefings to new Professional- and GS-staff on the use of GSM self-service module and relevant administrative procedures;

e) To maintain liaison with relevant technical units and country offices on administrative matters to facilitate implementation of programme activities, including recruitment, contract extensions, procurement, fellowships, study tours, meetings, workshops, etc. To initiate relevant administrative formalities and correspondence;

f) To serve as Division leave administrator. To ensure leave requests are properly filed, approved and confirmed in GSM. To verify leave balances of Division staff at the end of the calendar year, and certify correct leave data for separating employees;

g) To monitor/allocate office space in consultation with the Division Director, PMO and Administrative Services Officer, and collaborate for moves within the Division. To liaise with Information Technology Group on matters related to installation and maintenance of laptops/computers, VC/TC equipment, printers/scanners and telephone equipment;

h) To lead learning opportunities for GS-staff by ensuring that skills, knowledge and competencies are built in a systematic way based on staff performance evaluation and feedback; and

i) To perform other duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school with extensive secretarial/office management/administrative training Desirable: University degree

Experience

Essential: At least ten years' relevant experience in secretarial/administrative posts, in a large and/or international setting Desirable: Preferably two years' work experience in directly supervising staff in administration duties preferably at WHO or other UN or other international organizations

Skills

Thorough knowledge of WHO administrative guidelines and office procedures.

Excellent organizational and interpersonal skills. Ability to act with tact, diplomacy, discretion and respect for confidentiality.

Ability to prepare correspondence, summary of meetings, documentation, notes for the record and reports. Typing skills and ability to take dictation 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 a high standard of personal conduct under functional knowledge.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Producing results Setting an example Creating an empowering and motivating environment

Use of Language Skills

Essential: Expert knowledge of English. Desirable:

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 825,492 (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's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• 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.