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Assistant

Manila (Philippines)

  • Organization: WHO - World Health Organization
  • Location: Manila (Philippines)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2021-09-27

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OBJECTIVES OF THE PROGRAMME

To assist Member States to promote mental well-being, prevent mental disorders, provide care, and enhance recovery for people with mental and substance use disorders. Emphasis is placed on creating a formative environment that promotes mental health and well-being through a system approach aligned with For the Future: Towards the Healthiest and Safest Region which highlights mental health and dementia, alongside noncommunicable disease and ageing and health inequity, as significant public health concerns. Guided by these thematic priorities and operational shifts, a new Regional Framework for the Future of Mental Health in the Western Pacific is forthcoming. The new regional framework is envisioned to support Member States in developing national plans and policies, strengthen political advocacy for greater resources and commitment, and encourage collaboration across all stakeholders through new ways of working.

DESCRIPTION OF DUTIES

Under the general supervision of the Senior Administrative Assistant, Division of Programmes for Disease Control, and in close coordination with the Technical Lead for Mental Health and Substance Use, the incumbent will perform the following duties:

1. To screen incoming correspondence, documents and reports and route to the Technical Lead or technical staff assigned with full background material; to ensure their distribution and follows up on deadlines;
2. To draft/prepare nontechnical and general correspondences, minutes of meetings and other records of discussions, reports, etc., on own initiative or from brief instructions using word-processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format and completeness and relevance of supporting documents/attachments;
3. To initiate and follow through administrative formalities related to budget monitoring and implementation; processing of various contracts and documents for consultancies, agreement for perfomance of work (APW), internships, etc; procurement of supplies and equipment request, etc; and to initiate all Global Management System (GSM)/Business Management System (BSM)-related transactions, as applicable;
4. To assist in the preparation of fund-raising proposals, the drafting of donor agreements, and the preparation of financial narrative donor reports in close collaboration with the Technical Lead and/or technical staff assigned and the programme management team of the Division;
5. To provide administrative support in the organization and arrangements of formal/informal meetings, consultations, workshops and training courses, including preparation, proofreading and formating of related files; processing of contracts and documents for consultancies and APWs recruitment of interpreters; invitation to country participants, temporary advisers, representatives and observers and members of the Secretariat; and coordinate and arrange meeting logistics. To coordinate and seek guidance with other administrative units in the organization of meetings such as Meeting and Courses, Budget and Finance, Travel and Transportation and the Global Service Centre;
6. To liaise with mental health focal points in the Western Pacific, WHO country offices for sharing of relevant information and implementation of activities.
7. To open, organize and maintain general and project files with an appropriate system for follow-up on responses and deadlines;
8. To set up and coordinate schedules or appointments for the Technical Lead and/or technical staff assigned and visitors; to prepare briefing folders for technical staff's duty travel, field staff, temporary staff and consultants;
9. To assist in searching, compiling and maintaining information relevant to the programme and team including the monitoring of projects' implementation; to perform liaison duties with the other members of the team as well as with other units;
10. To make travel arrangements for the Technical Lead and/or technical staff; to prepare briefing materials for his/her use on official trips or special meetings; and in his/her absence, to brief or take notes on matters for which the programme is responsible;
11. To provide backstopping, gap-filling and/or occasionally replaces administrative staff within the team and division during their absence to ensure provision of back-up support to all programmes when needed, as coordinated by the Senior Administrative Assistant; and
12. To perform related duties asrequired.

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 anotherinternational organization. Experience working in a multicultural environment.

Skills

Thorough knowledge of office procedures, administrative rules and regulation, GSM/BSM, word-processing and spreadsheets applications.
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 nonroutine.
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
Knowing and managing yourself

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 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 prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO 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.
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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