Roster for Assistant (WHO Health Emergencies Programme), 2 Vacancies, G-4, Fixed-term, Manila, Philippines

Overview

Provide administrative support and information management for health emergencies

You have:

• Completion of secondary school education or equivalent.
• Minimum three years of experience in secretarial/clerical positions.
• Training in secretarial and clerical duties is desirable.
• Experience in WHO or other international organizations is desirable.
• Expert knowledge of English is essential.

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 963 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 mission of WHE is to build the capacity of Member States to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.

WHE brings together and enhances WHO's operational, technical and normative capacities in outbreaks, emergencies and risk analysis to address all health hazards across the risk management cycle in a predictable, capable, dependable, adaptable and accountable manner. WHE is designed to operate within the broader humanitarian and emergency management architecture in support of people at risk of, or affected by, outbreaks and emergencies, consistent with ways that strengthen local and national capabilities.

The Health Emergency Information & Risk Assessment (HIM) programme area of WHE is responsible for providing timely and authoritative situation analysis, risk assessment and response monitoring available for all major health threats, events and emergencies. This includes detecting, verifying and assessing the risk of potential and ongoing health emergencies, establishing data collection mechanisms and monitoring ongoing health emergency operations, providing data management and analytics, and reporting platform to produce and disseminate timely emergency health information products.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent will be responsible for the following duties:

A. GENERAL

1. Oversee and monitor the information flow in Country Health Emergency Preparedness & International Health Regulations (CPI), screening, sorting, analysing and identifying areas requiring action by the supervisor;
2. Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the supervisor, liaising with other WHE programme areas, as appropriate;
3. Set up schedules or appointments for supervisor and visitors; and
4. Receive, screen and direct telephone calls with discretion.

B. CORRESPONDENCE

1. Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports ensuring adherence to WHO style and format, checking language and grammatical accuracy and conformity with procedures prior to submitting for signature/clearance; and
2. Using appropriate tracking tools, follow-up on responses and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

C. PROCUREMENT

1. Assist in the recruitment of consultants, temporary professional staff and temporary advisers by initiating the relevant administrative formalities. Monitor status and maintain follow-up system;
2. Initiate, through Global Management System (GSM) procurement module, procurement requisitions for goods and services such as Short-term Consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services (GES); and
3. Monitor and record receipt of deliverables and initiate and monitor payments as needed.

D. INFORMATION MANAGEMENT

1. Open, organize and maintain general/project files, in close collaboration with other support staff, and conduct continual review of filing system to ensure information is up-to-date and effectively and efficiently used; and
2. Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.

E. MEETING ADMINISTRATION

1. Working closely with responsible officers and relevant technical focal points, arrange, coordinate and lead administrative preparation for formal/informal meetings, including: preparing event plans in GSM, recruiting temporary advisers, drafting letters of invitations, preparing cost estimates and travel requests; assisting with preparation of documents; and dispatching of materials and liaising with participants and others involved; and
2. Schedule programme area meetings, according to schedules and need. Take meeting notes, prepare minutes and follow up on action points to ensure timely response to the requests.

F. TRAVEL

1. Make travel arrangements for the supervisor, including preparation of travel request in GSM; and
2. Prepare briefing materials for his/her use on official trips or special meetings and, in the absence of the supervisor, brief or note on matters for which the programme area is responsible.

G. OTHER DUTIES

1. Upon request, provide support, backstopping and gap-filling for emergency activities at any level of the Organization or scale of emergency;
2. Occasionally replace staff within WHE during their absence as coordinated by the Principal Administrative Assistant; and
3. Perform other related duties, as requested by the supervisor, including provision of support to other areas of work and teams or programme areas within WHE, as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent. Desirable: Training in secretarial and clerical duties.

Experience

Essential: Minimum three years of experience in secretarial/clerical positions. Desirable: Experience in WHO or other international organizations.

Skills

• The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training and/or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the programme area, the cluster and WHO.
• Excellent organizational and interpersonal skills with ability to interact professionally and effectively with staff and visitors at all levels in an international and multicultural environment.
• Tact, discretion and sensitivity to cultural differences.
• Capacity and willingness to work as a member of a team, in a proactive manner, provide assistance in other areas of work when necessary, and to work under pressure.
• Respecting and promoting individual and cultural differences and maintain a high standard of personal conduct.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Knowing and managing yourself Producing results

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 641,992 (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 and/or an asynchronous video assessment 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.

• 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/diversityequity-and-inclusion) are strongly encouraged to apply.

· 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.

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

• 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.

• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].

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

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Potential interview questions