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Assistant - 2 positions

Manila

  • Organization: WHO - World Health Organization
  • Location: Manila
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • WP/DCD Division of Communicable Diseases
  • Closing Date: Closed

OBJECTIVES OF THE PROGRAMME

The Expanded Programme on Immunization (EPI) aims to establish and leverage the impact of an effective prevention and control programme that targets the reduction of morbidity and mortality resulting from diseases, through a comprehensive approach to immunization, that is made timely and responsive through ground level surveillance and the promotion of related health interventions.

DESCRIPTION OF DUTIES

Under the general supervision of a Technical Officer and guidance of the EPI Coordinator, the incumbent will carry out the following duties\:

 

1. Review incoming correspondence, documents and reports and route to the supervisor with full background material, ensure its distribution, prepare responses, if necessary, and follow up on deadlines;
 
2. Prepare general/technical correspondence, reports, briefing notes, background material, etc. ensuring grammatical accuracy and conformity with procedural accuracy and format. Takes notes, prepares, and distributes minutes of unit/programme meeting;
 
3. Set up schedules of appointments and telephone/videoconferences for supervisor and visitors; place and screen telephone calls and answer queries with discretion;
 
4. Facilitate travel arrangements for the supervisor ensuring approvals are secured in a timely manner and travel policies in place are adhered to; prepare briefing materials/folder for his/her use on official trips or special meetings and arranges all other logistical requirements as necessary;
 
5. Recruit short-term consultants, temporary advisers, and interns by initiating the relevant administrative formalities, adhering to organization policies and procedures, monitor status in Global Management System (GSM), facilitate payments to suppliers, and maintain follow-up system;
 
6. Initiate procedures in convening a regional meeting for the programme, i.e. call for a planning meeting; submission of minutes for approval of the Standing Planning Meeting Committee, preparation of invitations to the governments, coordinating travel arrangements and other logistics requirement. Process meeting report and other related reports, as applicable, ensuring grammatical accuracy and conformity with procedural accuracy and format;
 
7. Initiate administrative formalities, perform necessary functions in GSM and maintain updated information related to programme budget planning, monitoring and implementation of activities and provides/seeks clarifications as and may be required;
 
8. Open, organize and maintain general and project files with an appropriate system for follow-up on responses and deadlines;
 
9. Provide briefing and guidance to junior level support staff on procedures and practices;
 
10. Occasionally replace secretarial staff within the unit or division during their absence, as coordinated by the Administrative Assistant; and
 

11. Perform other related duties as may be required.

 

(A) Assistant to the Technical Officer (Laboratory)\:

1. Procure laboratory supplies, reagents, and equipment applying the appropriate procurement procedures and adhering to organization policies on procurement, including preparation of adjudication reports, uploading of relevant documentation in GSM, regular monitoring and inventory of procured items, and preparation and submission of quarterly and year-end inventory reports to Supply unit (SUP);

2. Ensure timely shipments of laboratory supplies and reagents, external quality assessment panels, and human samples for confirmatory testing to laboratories under the WHO-coordinated laboratory network;

 

 

 

(B) Assistant to the Technical Officer (Vaccine Safety and Management)\:

1. Maintain the distribution and inventory of the WHO Regional/Headquarters publications related to immunization guidelines, adverse events following immunization (AEFI) and national regulatory authorities (NRAs); assist in undertaking searches, compiling and maintaining information relevant to the programme and in the monitoring of projects’ implementation; perform liaison duties with other units;

 

 

REQUIRED QUALIFICATIONS

Education

Essential\: Equivalent to graduation from secondary school with thorough training in secretarial/administrative duties.
Desirable\: Relevant higher level diploma or degree.

Experience

Essential\: At least five years' experience in secretarial/administrative posts.
Desirable\: Work experience in WHO or in another international organization. Experience working in a multicultural environment.

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. 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.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment

Use of Language Skills

Essential\: Expert 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 535,955 (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.
  • 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.
This vacancy is now closed.
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