- World Health Organization
- Manila, Philippines
- Closing Date : 12 February 2017
| OBJECTIVES OF THE PROGRAMME : To support development of integrated people-centred service for communities and referral for optimal use of resources by all programmes; to accelerate progress towards universal coverage of safe and quality health services including integration of traditional medicines and practices into the health system. To assist countries to develop and manage a competent health workforce that can deliver integrated people-centred service, through human resources for health (HRH) strategic planning, capacity building for priority health interventions and strengthening of governance, appropriate regulation and education capacities. | |
| Description of duties: Under the general supervision of the Coordinator and guidance from the Division Administrative Assistant, the incumbent will perform the following duties: 1) Assist the Coordinator and the respective unit(s) staff in coordinating the administrative and secretarial work of the unit: a) Act as administrative coordinator for all general service staff within the unit. Review all incoming correspondence and distribute it for action to appropriate focal points. Monitor the workload of secretaries/clerks and ensure tasks are assigned in an equitable manner, allocate staff to provide additional administrative support during the peak periods to meet the surge needs; b) Provide guidance to junior support staff on rules, regulations, work procedures and use of Global Management System (GSM); c) Provide secretarial support and facilitate communication exchange with other units/offices on administrative and secretarial matters, act as focal point to provide adequate and timely response, draft written responses to inquiries within and outside the unit; d) Assist the unit in information collection, communications, meetings and compiling resource mobilization information for preparations of proposals; e) Monitor and follow-up of timely submission, and collect and file unit's mission reports and WHO workshop/meeting reports. 2) Act as one of the division procurement superusers to ensure the creation and maintenance of complete supplier database: a) For the unit; b) For the units within the division as agreed with the Division Director; c) Provide support to the unit staff on client and/or procurement related matters. 3) Act as the meeting planning focal point for the unit(s): a) Review meeting budget and alignment with the approved planning minutes; b) Coordinate meeting preparation, implementation, monitoring and reporting in GSM; c) Provide support to the unit staff on meeting related matters. d) Act as the quality control of the unit's administrative transactions in GSM and ensure the proper documentation and archiving of transactions in the system (for completeness and accurateness), including procurement (goods and services) and travel transactions. Act as GSM focal point for the designated unit(s) and provide guidance on GSM transactions to unit(s) staff. 5) Initiate, update and monitor programme activity workplan and HR activities of unit in GSM in coordination with the Coordinator: a) Assist with staff issues (HR Plan), support recruitment and selection process for temporary and fixed-term staff, Agreement of Performance of Work (APW), consultants, seconded staff and interns; b) Coordinate with Global Service Centre to ensure payments for suppliers and staff are processed in a timely manner; c) Initiate procurement of goods and services using the GSM. 6) Perform other duties as requested by the supervisor. | |
| REQUIRED QUALIFICATIONS | |
| Education: Completed secondary education or equivalent with training in secretarial and administrative work. Additional education/training in spreadsheets, management and administration or related field would be an advantage. WHO only considers higher educational qualifications obtained from an accredited institution. | |
| Skills: Thorough knowledge of WHO administrative rules and regulations, use of spreadsheets, word-processing and other automated systems, including enterprise resource planning (ERP) and programming and accounting systems. Comprehension of WHO programming and budgeting rules. Strong interpersonal and communication skills, diplomacy and versatility. Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain high standards of personal conduct. | |
| Experience: Minimum 6 years of progressively responsible experience in secretarial and/or administrative work, preferably in a large organization. Supervisory experience is an advantage. Experience in budgeting or financial analysis is an asset. | |
| 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. 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 these will be reviewed individually. | |
| Annual salary: (Net of tax) PhP 605 091 at single rate | |
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