Assistant

OBJECTIVES OF THE PROGRAMME

The mission of WHO's Health Emergencies Programme (The Programme) 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.The Programme 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. The Programme 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.The Infectious Hazard Management (IHM) Programme Area of the Health Emergencies Programme is responsible for establishing risk mitigation strategies and capacities for priority high-threat infectious hazards. This includes developing and supporting prevention and control strategies, tools and capacities for high-threat infectious hazards, establishing and maintaining experts networks to detect, understand and manage new or emerging high threat infectious hazards as well as providing secretariat support for the management of the Pandemic Influenza Preparedness (PIP) Framework.The Pandemic Influenza Preparedness Framework for the sharing of influenza viruses and access to vaccines and other benefits (PIP Framework) is an international arrangement adopted by the World Health Assembly in May 2011 to improve global pandemic influenza preparedness and response.The Framework establishes a PIP Benefit Sharing System which includes an annual Partnership Contribution (PC) to be paid to WHO by influenza vaccine, diagnostic and pharmaceutical manufacturers using the WHO Global Influenza Surveillance and Response System (GISRS). The Framework specifies that the PC resources will be used to improve pandemic preparedness and response. A Partnership Contribution Implementation Plan, 2013-16, has been developed which sets out how pandemic preparedness will be improved through strengthening laboratory and surveillance capacity, burden of disease studies, regulatory capacity building, planning for deployment, and risk communications (link to plan). Activities are to be undertaken at all three levels of WHO (Headquarters, Regional Offices, Country Offices) and across several clusters and programme areas

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent will be responsible for the following duties\:

 

A. GENERAL

1. Oversee and monitor the information flow in IHM, screening, sorting, analysing and identifying areas requiring action by the supervisor;

2. Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the supervisor, liaising with other Programme Areas, as appropriate.

3. Set up schedules or appointments for supervisor and visitors;

4. Receive, screen and direct telephone calls with discretion.

 

B. CORRESPONDENCE

1. Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports ensuring adherence to WHO style and format, checking language and grammatical accuracy and conformity with procedures prior to submitting for signature/clearance; and

2. Using appropriate tracking tools, follow-up on responses and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

 

C. PROCUREMENT

1. Assist in the recruitment of consultants, temporary professional staff and temporary advisers by initiating the relevant administrative formalities. Monitor status and maintain follow-up system.

2. Initiate, through Global Management System (GSM) procurement module, procurement requisitions for goods and services for Consultants, Agreements for Performance of Work, Technical Services Agreements, and General External Services requests;

3. Monitor and record receipt of deliverables and initiate and monitor payments as needed.

 

D. BUDGET AND FINANCE

1. Assist the supervisor in all aspects of monitoring, financial and technical project management, including monthly reconciliation of funds and follow-up any outstanding encumbrances in close coordination with WHE programme area, Management and Administration; and

2. Provide the supervisor with timely budget information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.

 

E. INFORMATION MANAGEMENT

1. Open, organize and maintain general/project files, in close collaboration with other support staff, and conduct continual review of filing system to ensure information is up to date and effectively and efficiently used.

2. Obtain documents and information from in-house and external sources as required and perform information searches (library, internet) as requested.

 

F. MEETING ADMINISTRATION

1. Working closely with the responsible officer and relevant technical focal points, arrange, coordinate and lead administrative preparation for formal/informal meetings, including\: preparing event plans in GSM; recruiting temporary advisers, drafting letters of invitations; preparing cost estimates and travel requests; assisting with preparation of documents; and dispatching of materials and liaising with participants and others involved; and

2. Schedule programme area meetings, according to schedules and need. Take meeting notes, prepare minutes and follow up on action points to ensure timely response to the requests.

 

G. TRAVEL

1. Make travel arrangements for the supervisor, including preparation of travel request in GSM;

2. Prepare briefing materials for his/her use on official trips or special meetings; and in the absence of the supervisor, brief or note on matters for which the programme is responsible.

 

H. OTHER DUTIES

1. Upon request, provide support, backstopping and gap-filling for emergency activities at any level of the Organization or scale of emergency.

2. Occasionally replace staff within WHE during their absence as coordinated by the Principal Administrative Assistant; and

3. Perform other related duties, as requested by the supervisor, including provision of support to other areas of work and teams or programme areas within the WHE, as required.

REQUIRED QUALIFICATIONS

Education

Essential\: Completion of secondary school education or equivalent.
Desirable\: Higher education is an advantage.

Experience

Essential\: At least five years' experience in secretarial/clerical/administrative posts.
Desirable\: Experience in administrative support positions in WHO or other international organizations to have sound knowledge of its rules and regulations, procedures and practices.

Skills

Demonstrated skills and experience in office management support and administration with the ability to draft official correspondences, summary of meetings, documentation and notes for the record, etc., and recommend appropriate actions on administrative matters.

Sound judgment to detect shortcomings and anomalies with ability to recommend remedial actions in line with WHO administrative rules and regulations.

Knowledge of principles/techniques of training and negotiation skills.

Ability to work under pressure and meet tight deadlines.

Sound judgement, integrity and tact in dealing with others.

Good knowledge of the WHO or UN administrative rules, regulations and policies.

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
Knowing and managing yourself
Producing results

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 526,998 (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.

• 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.

• WHO is committed to workforce diversity.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.