Administrative Assistant G4

Job Description - Administrative Assistant G4 - Roster

Grade : G4

Contractual Arrangement : Fixed-term appointment

Contract Duration (Years, Months, Days) : 2 years

Job Posting Closing Date Primary Location Primary Location : Philippines-Manila Organization Organization : WP/DAF Director, Administration and Finance Schedule Schedule : Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.

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, transportation, meeting management, assets and inventory tracking and management, registry and logistic services, staff security and safety, building and grounds maintenance and other related services. The ASD Team provides overall management and coordination of activities in the ASU to ensure provisions of services in ASU in a responsive and high quality manner.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

• Receive, screen, track and distribute incoming correspondence, attaching background information or related file, and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary.
• Draft replies to general and administrative correspondence on the basis of instructions or on own initiative and finalize such correspondence.
• Using GSM, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
• Initiate, through GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), and other contract modalities. Monitor and record receipt of deliverables and initiate and monitor payments as needed. Initiate, through GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.
• In collaboration with senior administrative support staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner.
• Type, edit for language and grammar, correct and format, in accordance with WHO and departmental styles, technical reports and documents, tabular materials and assist in preparing presentations.
• Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
• Maintain filing systems, ensuring that all activities supported are traceable and accessible as required.
• Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.
• Support the organization of team and departmental meetings, workshops, seminars, etc., including the typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.
• Replace other support staff as required.
• Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required.

REQUIRED QUALIFICATIONSEducation

Essential: Completion of secondary school or equivalent.
Desirable: Additional training in administration is an advantage.

Experience

Essential: At least three (3) years of relevant experience in administrative or clerical functions.
Desirable: Experience in UN or other international organizations is desirable.

Skills

• Knowledge of the office procedures and ability to acquire knowledge, understanding, and apply WHO policies, rules and regulations;
• Good interpersonal and communication skills, tact, diplomacy and good judgment;
• Ability to analyze and interpret source documentation and data;
• Ability to draft correspondence fluently.
• Ability to discern routine from nonroutine.
• 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.

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Knowing and managing yourself

Use of Language Skills

Essential: Intermediate 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 677,945 (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 . 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.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email
• 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 theWHO 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.
• 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 .
• This is a local staff position. Therefore, only applications from nationals of the country where the duty station is located will be accepted. Applicants who are not nationals of this country will not be considered.
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