Secretary - 3 positions

OBJECTIVES OF THE PROGRAMME

The mission of WHO Health Emergencies Programme (WHE) 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. WHE 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. WHE 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.

 

Country Health Emergency Preparedness & International Health Regulations (CPI)

The objectives of the programme area, Country Health Emergency Preparedness & IHR (CPI), includes the following\: to monitor and evaluate country preparedness for health and humanitarian emergencies, to develop country capacity-building plan for countries with critical capacities and to act as the Secretariat of IHR (2005). The CPI prioritizes support to the most vulnerable and low-capacity countries. The intersectoral nature of emergency preparedness entails for CPI a large partnership with other international organizations and the consideration of several global frameworks such as the Sustainable Development Goals related to health, emergencies and disasters, IHR (2005), the Sendai Framework for Disaster Risk Reduction 2015-2030, the Pandemic Influenza Preparedness Framework, the Performance of Veterinary Services, the Paris Agreement on Climate Change, regional strategies such as the Asia Pacific Strategy for Emerging Diseases and Public Health Emergencies, the Integrated Disease Surveillance and Response, the European Health Policy, and the regional strategies for disaster risk management. CPI coordinates its activities with international and national initiatives such as the Global Health Security Agenda and Universal Health Coverage 2030.

 

Health Emergency Information & Risk Assessment (HIM)

The HIM programme area of WHE is responsible for providing timely and authoritative situation analysis, risk assessment and response monitoring available for all major health threats, events and emergencies. This includes detecting, verifying and assessing the risk of potential and ongoing health emergencies, establishing data collection mechanisms and monitoring ongoing health emergency operations, providing data management and analytics, and reporting platform to produce disseminate timely emergency health information products.

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 the unit, 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 WHE programme areas, as appropriate;

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

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 such as Short-term Consultants, Agreements for Performance of Work, Technical Services Agreements, and General External Services; and

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

D. 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; and

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

E. MEETING ADMINISTRATION

1. Working closely with 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.

F. TRAVEL

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

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

G. 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 supervisor, including provision of support to other areas of work and teams or programme areas within WHE, as required.

REQUIRED QUALIFICATIONS

Education

Essential\: Completion of secondary school education or equivalent.
Desirable\: Training in secretarial and clerical duties.

Experience

Essential\: At least three years' experience in secretarial/clerical posts.
Desirable\: Experience in WHO or other international organizations.

Skills

The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training and/or self-training. He/She keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the programme area, the cluster and WHO. Excellent organizational and interpersonal skills with ability to interact professionally and effectively with staff and visitors at all levels in an international and multicultural environment. Tact, discretion and sensitivity to cultural differences. Capacity and willingness to work as a member of a team, in a proactive manner, provide assistance in other areas of work when necessary, and to work under pressure. Respecting and promoting individual and cultural differences and maintain high standard of personal conduct.

Work requires the use of word processing or other software packages, and standard office equipment\: word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; email and scheduling software to improve communications both internally and externally; Oracle for administrative matters. Formal or self-training in the use of standard office software. Training in Oracle-based or other enterprise resource planning systems is an asset.

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 446,606 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice will be used to fill three vacant Secretary positions in WHE\: 1) Secretary, CPI; 2) Secretary, HIM; 3) Secretary (Field Epidemiology Training Programme), HIM.
• This vacancy notice may 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.