ASSISTANT (WPRO/14/FT467)

27 June 2016
 
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: WPRO/14/FT467
 
Title: Assistant
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two Years
 
Date: 3 September 2014
 
Application Deadline: 17 September 2014 Vacancy Notice Cancelled
 
Duty Station:  Manila, Philippines
 
Organization unit: WPRO Regional Office for the Western Pacific (WP/RGO) /
WP/DAF Director, Administration and Finance (WP/DAF)
WP/ASU Administrative Services Unit
 
OBJECTIVES OF THE PROGRAMME :
The Administrative Services Unit (ASU) is responsible for providing operational and administrative support to all regional staff in the areas of travel and meeting management, registry and logistic services, staff security and safety, building and grounds maintenance, and other related services.
Description of duties:
Under the general supervision and guidance of the Administrative Services Officer (ASO), the incumbent performs the following functions:

(1) Screens incoming correspondence, documents and reports and routes to supervisor with full background material; ensures their distribution, takes appropriate action on urgent matters and follows up on deadlines;

(2) Drafts/prepares non-technical and general correspondence, reports, etc. using word-processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format and maintaining confidentiality; drafts/prepares general correspondence not involving policy or technical knowledge on own initiative or from brief instructions;

(3) Initiates administrative formalities related to budget monitoring and implementation, processing of various contracts and documents, procurement of supplies and equipment request, etc. in the Global Management System (GSM);

(4) In coordination with the supervisor, provides assistance in coordinating and organizing the routine administrative aspects of the various sub-units by disseminating instructions from the supervisor;

(5) Provides administrative support in the organization and arrangements of formal/informal meetings, consultations, workshops and training courses, including preparation of related files, invitation to participants, and logistics. Arranges regular and ad hoc meetings and maintains monitoring/follow-up system on required actions involving ASO, prepares minutes of ad hoc meetings;

(6) Opens, organizes and maintains general files with an appropriate system for follow-up on responses and deadlines;

(7) Sets up schedules of appointments for supervisor and visitors; prepares briefing folders for the supervisor's duty travel and monitors travel requests and travel claims; prepares, in the absence of supervisor, briefs or notes on matters under the responsibility of ASO;

(8) In coordination with the supervisor, drafts the Regional Committee documents under ASO's responsibility, i.e., update the General Information Booklet of the host country, checklist, memorandum of understanding, presentations for Secretariat meetings, arrival notice and hotel accommodation form and coordinates with the Secretariat technical units and WHO Representatives concerned as when required;

(9) Drafts the internal information bulletin and sends out the cleared advisory messages to staff via e-mail;

(10) Maintains and verifies (as the Leave Administrator) attendance records of the staff of sub-units (OBS, REG and TAT) of the Administrative Services Unit in the GSM;

(11) Updates the WPRO ASO's intranet webpage, the web based ASO's Network folder and the Western Pacific Regional Administrator's Network folder;

(12) Assists with data entry to ASO's budgetary workplans in the GSM;

(13) Reviews all correspondence received via the ASO's e-mail box and refers messages to the corresponding sub-units for action;

(14) Manages the "Lost and Found Items" box at the Regional Office, including placing announcements in WPRO's intranet page; and

(15) Performs related duties as required.
REQUIRED QUALIFICATIONS
Education:
Equivalent to graduation from secondary school with thorough training in secretarial/administrative duties. Relevant higher level diploma or degree an advantage.
Skills:
Thorough knowledge of office procedures. Results oriented, good communication skills and interpersonal skills. Ability to act with tact, diplomacy, discretion and respect for confidentiality. Ability to prepare correspondence, summary of meetings, documentation and notes for the record, etc. Typing skills, good computer skills and ability to learn and use different software applications. Ability to discern routine from non-routine. 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.

Competencies:
1. Communicating in a credible and effective way
2. Knowing and managing yourself
3. Producing results
4. Fostering integration and teamwork
5. Moving forward in a changing environment
Experience:
At least five years of progressive experience in secretarial/clerical and administrative posts. Work experience in WHO or in another international organization an advantage. Experience working in a multi-cultural environment is desirable.
Languages:
Excellent knowledge of spoken and written English.
Additional Information:
Post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the office. Only candidates under serious consideration will be contacted.
Annual salary: (Net of tax)
PhP 503 478 at single rate

This vacancy notice may be used to fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Notice Cancelled

This vacancy is shown for viewing only. It is not currently open for applications
 
 
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