Senior Executive Associate

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 1,586 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

To provide authoritative administrative guidance and support to the office of Director, Administration and Finance (DAF) and divisional staff, including coordinating an efficient and reliable platform of administrative services that facilitate the smooth provision of divisional administrative, financial, information technology, procurement, security and human resources services to all Budget Centres. Exchange information and compile data, disseminate policies and procedures, and provide related advice to staff members.

DESCRIPTION OF DUTIES

Under the guidance of the Director, Administration and Finance (DAF), the incumbent will perform the following tasks:

MANAGEMENT OF THE OFFICE OF THE DIRECTOR:

1. Manage the Departmental internal and external communications flow on all issues and develop and maintain follow-up systems/mechanisms to monitor administrative work progress and Department submissions’ deadlines;
2. Manages the day-to-day administrative operations in the Director's Office, prioritizing conflicting needs, supervising and coordinating the work of its support staff, ensuring the successful completion of deliverables and other tasks to facilitate the delivery of services from the Director's Office.
3. Bring to the attention of the Director any problems with regard to staff performance and attendance as well as implementation of decisions;
4. Liaises with the Office of the Regional Director/Office of the Director, Programme Management and relevant focals for clarification on procedural matters and for updates on procedures, policy and delegation of authority, revisions in the Western Pacific Region (WPR) Policy Procedures Handbook, and WPR Secretaries' Handbook. Provides guidance and advice to staff members in the Regional and country offices, including the Regional Administration Network, on work processes and application of office policies and procedures. Coordinates with the administrative focal points in the Regional and country offices (RAN) on ways to further streamline administrative procedures.

SUPERVISORY ROLE:

1. Plan and organize administrative work within the Division, distribute assignment to other support staff in an equitable manner, ensure proper coverage during leaves and absences in coordination with respective Regional Directors and supervisors;
2. Arrange regular Division meetings for administrative staff.
3. Supervises one Administrative Assistant, G-6 and Administrative Assistant, G-5

GOVERNING BODIES AND OTHER MEETINGS:

1. Reviews and consolidates documentation on governing bodies meeting (World Health Assembly, Executive Board, and Regional Committee), provides necessary background information and ensures that all necessary materials, briefings and important information are timely provided. Coordinates, follow-up and/or seek clarifications where needed on briefings and other contributions from relevant programme areas.
2. Provides support on overall coordination related to the Regional Committee Meeting (RCM), including preparation of required documents, logistical and administrative arrangements; and in organizing the Regional Administration Network Meeting and other administration meetings/activities;
3. Coordinates, compiles materials and prepares general briefing on other meetings attended by the supervisor.

OTHER DUTIES:

1. Performs all other related responsibilities and special assignments as required, including administrative functions in the Global Management System (GSM) and/or Business Management System (BMS) and related systems.

REQUIRED QUALIFICATIONS

Education

Essential: Completed secondary education with thorough training in administrative support functions Desirable: University degree is desirable

Experience

Essential: At least ten years' experience in administrative support functions preferably in WHO or in a large international organization Desirable: At least two years of administrative experience in a senior management office in WHO is desirable. Experience in Oracle-based or other Enterprise Resource Planning (ERP) systems

Skills

• Thorough knowledge of office procedures and relevant WHO policies, administrative rules, processes and practices.
• Knowledge of WHO organizational structure and functions of technical and support programmes.
• Excellent typing skills.
• Ability to produce work that is accurate, meticulous and complete.
• Capacity to work expeditiously under pressure and handle confidential and sensitive matters with tact and diplomacy.
• 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

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Ensuring effective use of resources

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 873,739 (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.