Team Associate, G5, Manila, Philippines

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,155 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

Established work priorities and schedules in accordance with those established by the supervisor. Follows established procedures and policies when initiating implementation of project activities using the GSM. Assignments of correspondence to correct project files and opening of new files when necessary. Compilation and updating of information and programme.Course of action to take in the event of problems arise associated with WHO Manual conformance;Changes in working procedures within the unit, and maintenance of files.Delays in updating the unit's project status system could result in misinformation to other units, WR offices, etc. Erroneous reference/ filing of correspondence/documents would result in loss of time for search/ retrieval, inaccurate and incomplete information being used by the unit. Incorrect programme budgetary planning would have a financial consequence on the units. Establishing practices and procedures are followed in performing general tasks; routine tasks are performed independently; specific instructions are provided by the supervisor; guidance may be provided by the Administrative Assistant in finding solutions to difficult issues.

DESCRIPTION OF DUTIES

Under the direct supervision of the Manager, Information Technology and Administration, and as member of the ITA unit, the incumbent provides a variety of secretarial, administrative, coordinating and monitoring services in support of project/programme activities and implementation. Typically, the incumbent performs the following duties:1. Ensures the smooth running of the ITA office in close collaboration with the DAF division staff and other divisions that require or interact with IT services;2. Coordinates processes for administrative services acrosss the IT group, ensuring that, where necessary, all staff adapt a common administrative approach in their work;3. Performs administrative and secretarial duties including, but not limited to the following:-Participates in the financial, budgetary and planning process by utilizing the appropriate tools particularly the GSM. Using GSM, monitors aspects of the implementation of regional and country office activities and availability of funds for project/programme budget levels and financial expenditures in accordance with approved projects;-Assembles draft background for planning and monitoring of procurement activities; initiates procurement processes in GSM, monitors deliverables and ensures timely payment of invoices,maintains ITG's Contract Monitoring System and ensures that software licenses, maintenance contracts and subscriptions are renewed on time and new licenses and agreements are recorded accordingly and liaises with external suppliers to secure technical support when necessary;-Administers and monitors the assignment of mobile phone device in the Regional Office; liaise withservice provider for support when necessary;-Administers backcharging of Global and PIC GPN monthly charges and other IT-related expenditures to country offices and Regional Office units, as appropriate. Processes payment of invoices for GPN charges;-Supports and keeps track of IT office administration as regards to planning of office spaces, staff employment renewals, terms of reference, post descriptions, request for establishing new posts and contract renewal of outsourced staff;- As Leave Administrator for ITA, monitors absences and leaves taken by staff and ensures their appropriate entry in GSM and maintains ITA's attendance logbook;-Receives, screens and distributes incoming correspondence, attaches background correspondence, information or related file as necessary and forwards to the staff concerned, draws their attention to specific issues/problems as necessary;-Establishes and maintains the unit's filing systems (electronic and hard copies) of technical documents and correspondence, creating background files and compiling reference material as appropriate, accessing and retrieving information from relevant databases and updating them as required. -Screens and receives visitors and telephone calls with tact, discretion, making appointments,answering queries and/or redirecting visitors and callers with diplomacy and courtesy, or obtaining background information on the purpose of appointments;-Organizes duty travel forITA staff, including preparing Travel requests, checking timetables and costs with the WHO WPRO Travel Agency (or external resources), flights and hotel reservations, and dealing with other related matters (visa, etc.) in an independent manner;-Monitors deadlines across the unit, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner;-Participates and provides support in the organization of team and departmental meetings, workshops, seminars, etc., and provides assistance to other teams with preparation of such, as needed. Makes general administrative preparations, including travel arrangements, organizing practical local arrangements and advance transport of documents/equipment as appropriate, and provides administrative and secretarial support during the meetings4. Perform various information technology related duties including but not limited to:-Acts as back-up focal point for the Regional Service Desk in channelling queries and requests for support;-Manages and maintains the ITA Meeting Room and VC rooms and coordinates with relevant staff to ensure the continuous upkeep of its facilities, equipment and furniture;-Using SharePoint, updates various sections of the ITA intranet site, as necessary; and-Maintains the ITA Procurement System to manage the complete life cycle of the ITA inventory from acquisition to disposal.5. Performs other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school. Desirable:

Experience

Essential: At least five (5) years progressive experience in secretarial/administrative post or other related fields. Desirable: Experience in WHO or in other UN agencies and international organizations is an advantage.

Skills

The incumbent must have the following essential knowledge and skills: thorough knowledge of office procedures; capability to discern routine from non-routine tasks; good knowledge of Oracle Enterprise Resource Planning systems; ability to type efficiently, draft correspondence, summary of meetings and notes for the record; aptitude to use computer equipment and adapt to other software applications; capacity to work harmoniously as a member of a team and adapt to diverse educational and cultural backgrounds and; high standard of personal conduct.

WHO Competencies

Communication Knowing and managing yourself Producing results Teamwork Moving forward in a changing 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 757,551 (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/diversity-equity-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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