Roster for Programme Assistant, GS-6, Fixed-Term, Manila, Philippines (WPRO)

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,367 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.

Purpose of the Position

Within the Office of the Director of the Department, the incumbent provides support in the day-to-day programme, financial, human resources related and administrative support, including updating of the operational planning budget and finance matters in GSM as well as a variety of general administrative actions related to the work of the Department.

Job Description (Organizational context)

The incumbent works under the supervision and guidance of the responsible Officer and in collaboration with the management officer of the Division. S/he provides an array of programmatic, financial, administrative and HR support to the programme(s) of the Department. Work is assigned usually with general instructions only and performed in accordance with WHO e-Manual, financial rules, regulations and procedures. The incumbent seeks clarification from the originator and/or guidance from the supervisor where and when required. Work is controlled for meeting expectations and meeting deadlines. Financial reports, budgetary documents and statements are reviewed for accuracy. The incumbent may be called upon to provide briefing to staff on WHO financial and administrative procedures and practices, and on other specific procedures.

Summary of Assigned Duties

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

• Provide administrative support to the operational planning and development of projects and work plans and assist the Director and/or Team(s) through the provision of targeted, seamless programmatic, financial and administrative support work along the life-circle of the project(s).
• Verify obligating documents, cross-checking relevant information available from Global Management System (GSM) or other on-line systems, ensuring the availability of funds, updating files, and transferring funds as instructed or as delegated; clearance of obligating documents, checking them for completeness, and following-up on missing elements, liquidating obligations and undertaking reconciliation as required.
• Verify expenditures to comply with work plans, financial rules and regulations and award agreements. Follow up actions on financial and budgetary matters, acting as administrative approver within delegated authority, and coordinate the mid-term reviews and the end of year of biennium closure of accounts exercise for the Department.
• Screen and review various contractual materials, issuing funding sources and details, earmarking funds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as Agreements for Performance of Work (APWs), and other contract modalities. Monitoring the staffing level of the Department, keeping track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract and ensure that the renewal of contracts for staff are carried out in a timely fashion, maintaining and updating the Departmental HR plan accordingly.
• Prepare routine and ad hoc financial reports using Global Management System (GSM) and other related sources of information to assist the Director in taking appropriate decisions and to ensure that funds are utilized optimally.
• Monitor, and follow-up on programme implementation levels, drawing the attention of the Director to problems, inconsistencies delays and other anomalies detected.
• Coordinate and follow-up on the Department`s HR-administrative issues, ranging inter alia from providing HR-related information on rules and procedures to the Director as well as to staff of the Department; ensure proper management of the HR Plan/HR Action Plan within the work plan; follow-up on actions required on contract issues for staff and non-staff, on-boarding, briefing of new staff; and follow-ups on performance evaluation reports/performance management issues issues.
• Coordinate and manage the smooth running of the administrative functions in the Department, including maintaining an up to date status of the office space and acting as the office space focal point for the Department.
• Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate.
• Draft routine and non-routine correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned; drawing Director's attention to urgent items and deadlines.
• Take minutes in the Departmental group meeting of Director Team leaders and Administration.
• Oversee the organization of large-scale, high-level, international meetings relating to the work of the Department and coordinating logistics for off-site meetings.
• Supervise support staff in the Director’s Office when required.
• Perform other related duties as required or instructed, including providing support to other areas of work as assigned.

Qualifications

Education

Essential Completion of a secondary education or equivalent. University degree or additional higher education an advantage.

Desirable University degree or additional higher education an advantage. Technical training courses in office and/or management related areas.

Experience

Essential At least eight years of experience in programme management and secretarial/administrative work, preferably in UN agency or other international organization.

Desirable

• Have in-depth programme management experience in an international organization.
• Knowledgeable in Excel pivot tables, PowerPoint presentations and other MS Office applications.
• Experience in Oracle-based or other enterprise resource planning (ERP) systems an asset.

• Relevant work experience in WHO is an advantage.

  Skills

• The incumbent takes self-initiative to maintain and update proficiency in the use of modern office technology through in-house courses, on-the-job training or self-training.

• He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.
• Training in Oracle-based or other ERP systems an asset

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Setting an example

Use of Language Skills

Essential: Expert knowledge of written and spoken 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 746,790 (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.

• For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220.

• 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]