Assistant

OBJECTIVES OF THE PROGRAMME

Guided by the WHO's General Programme of Work, biennial programme budgets and the new regional strategic direction for the Western Pacific, the food safety programme aims to provide safer food for all and to protect people's health by advancing national food safety systems in line with the Regional Framework for Action on Food Safety in the Western Pacific. The programme aims to strengthen FOS systems by keeping people and countries at the centre, building partnerships across sectors, stakeholders and national borders and by positioning FOS in a broader context of sustainable development.

Support is provided through facilitation of policy dialogue and provision of technical assistance to Member States in the areas of FOS policy and legal frameworks; risk-based food inspection and enforcement; FOS communications and education; FOS incident and emergency response; and FOS information underpinning evidence.

Implementation of the programme takes place in close collaboration with other technical programmes of WHO and in close collaboration with development partners, donors, academia, private sector and civil society organizations.

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 FOS/DSE, screen, sort, analyse and identify 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 units/programme areas, as appropriate;
3. Discuss and agree priority actions with the supervisors;
4. Set up schedules or appointments for the supervisor and visitors; and
5. 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 and ensure adherence to WHO style and format, check language and grammatical accuracy and conformity with procedures prior submission for signature/clearance; and
2. Use 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 Consultancies, Agreements for Performance of Work, Technical Services Agreements, and General External Services; and
3. Monitor and record receipt of deliverables, initiate and monitor payments as needed.

D. BUDGET AND FINANCE

1. Assist the supervisor in all aspects of project 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; and
2. Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.

F. MEETING ADMINISTRATION

1. Work 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, inviting temporary advisers, drafting letters of invitations, preparing cost estimates and travel requests; assisting with preparation of documents; 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; and
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 area 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 the WHO Health Emergencies Programme (WHE) unit 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 WHE, as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent.
Desirable: Relevant higher level diploma or degree.

Experience

Essential: At least five years' experience in secretarial/administrative support positions.
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.
-Sound training in the use of a broad range of software such as Word, PowerPoint, Excel, Access, etc., and training in the use or knowledge of the ERP system.
-Knowledge and familiarity with the use of the Global Management System.
-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.

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 631,953 (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's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• 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.