Senior Executive Associate (WHO Health Emergencies Programme), G-7, Fixed-term, Manila, Philippines

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Application deadline 10 months ago: Monday 28 Aug 2023 at 21:59 UTC

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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 1,564 USD.

Salary for a G-7 contract in Manila

The salary of a G-7 depends on the duty station. The minimum salary there is 91,257 PHP (~1,564 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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 mission of WHO Health Emergencies Programme (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.

DESCRIPTION OF DUTIES

Under the general supervision of the Regional Emergency Director, WHO Health Emergencies Programme/ Director, Health Security and Emergencies (RED/DSE), the incumbent performs the following functions:

1) Support to the Regional Emergency Director/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 prepare travel plans and travel arrangements in consultation with the Regional Emergency Director/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, Heads of WHO Country Office/Country Liaison Officers Meeting, Executive Board meeting and World Health Assembly;

c) To manage the calendar of appointments of the Regional Emergency Director/Division Director. To organize monthly Division meetings, bimonthly core management team (CMT) meetings, bimonthly WHE focal points meeting and finance and HR weekly 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, Division and CMT meetings. To arrange video and teleconferences.

2) Supervision of the administrative support team

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/or team leads. 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 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 conduct mid-year and year-end performance appraisals;

c) 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. To identify training needs and opportunities of administrative support staff and communicate them to the supervisors and the Staff Development and Learning team;

d) 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 the RED/DSE and/or concerned coordinators/team leads.

3) Support to the Division and RED/DSE Office Management

a) To monitor the staffing level of the Division, keep track of all contract extensions and renewals by initiating required paperwork and ensuring it is carried out in a timely manner. To assist in the preparation of post descriptions, draft shortlist and selection memoranda, written test and interview questions and other related Human Resource (HR) documents. To collaborate with Programme Area Management (Management and Administration) (PAM/MGA) team in maintaining and updating the Division HR plan accordingly.

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 serve as Division focal point on GSM (WHO's enterprise resource planning system) administrative actions. To initiate or assist other staff in 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;

c) 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;

d) 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;

e) To coordinate and manage the smooth running of the administrative functions in the Division, including monitoring/allocating office space in consultation with the Regional Emergency Director/Division Director, PAM and Administrative Services Officer, and oversee physical movement of staff within the Division;

f) 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 in a relevant field.

Experience

Essential: At least ten years' relevant experience in secretarial/administrative posts, in a large and/or international setting. Desirable: At least 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 multitask and manage conflicting priorities.
  • 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.

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.

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.

  • 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.

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

  • 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 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.

  • 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.

  • 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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Added 11 months ago - Updated 10 months ago - Source: who.int