Administrative Assistant (Administrative Services Unit)

OBJECTIVES OF THE PROGRAMME

The Administrative Services Unit (ASU) is responsible for providing operational, advisory and administrative support to all staff in the Western Pacific Region in the areas of travel and meeting management, registry and logistic services, staff security and safety, building and grounds maintenance, and other related services.

The ASO's office provides overall management and coordination of activities in the Regional Office and ensures that a responsive and high quality service is provided.

DESCRIPTION OF DUTIES

Under the supervision of the Administrative Services Officer (ASO) and guidance of the Director, Administration and Finance, the incumbent performs the following functions:

1. Coordinates and supervises work of other staff members in ASO's team and organizes routine administrative aspects of the other teams in ASU by disseminating instructions from the supervisor to ensure the efficient and effective provision of administrative services for smooth operations of the office;
2. Screens incoming correspondence, documents and reports and routes to the supervisor with full background material; ensures its distribution, takes appropriate action on urgent matters and follows up on deadlines;
3. Reviews all correspondence received via the ASU's e-mail inbox and refers messages to the corresponding teams for action;
4. Serves as focal point for Human Resources matters for ASU, including the role of the Leave Administrator in the Global Management System (GSM) by verifying attendance record of all ASU staff. Information about drivers to be provided by the Travel and Transport Team Lead;
5. Monitors ASO's budget and its implementation, assists other teams in ASU on GSM workplan data entry
6. Processes various contracts and documents, procurement of supplies and equipment request, etc. in the GSM;
7. Drafts/prepares non-technical and general correspondence, reports, etc., ensures grammatical accuracy, conformity with procedural accuracy and format and maintaining confidentiality; drafts/prepares general correspondence not involving policy or technical knowledge in own initiative or from brief instructions;
8. Provides administrative support in the organization and arrangements of formal/informal meetings, including ASU staff meetings; arranges regular and ad hoc meetings and maintains monitoring/follow-up system on required actions involving ASO, prepares minutes of ad hoc meetings;
9. Opens, organizes and maintains general files with an appropriate system for follow up on responses and deadlines; applies paperless policy at the maximum extent;
10. Sets up schedule of appointments for supervisor and visitors, prepares briefing folders for the supervisor's duty travel and monitors travel requests and travel claims; prepares, in the absence of the supervisor, briefs or notes on matters under the responsibility of ASO;
11. Drafts the Regional Committee (RC) documents under ASO's responsibility i.e. General Information Booklet of the host country, checklist, presentations for Secretariat meetings, provides assistance and support to related administrative and logistics arrangements of the RC and coordinates with other WHO parties involved;
12. Drafts the internal information bulletin for supervisor's approval and sends out the approved advisory messages to staff via e-mail;
13. Updates the ASU's intranet webpage and the web-based network folder; coordinates with other team leaders for the regular updates on ASU's intranet webpage and the WPRO Handbook.
    

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 eight years of progressive experience in secretarial and administrative post.
Desirable: Work experience in WHO or in another international organization. Experience working in a multi-cultural environment. Supervisory experience is an advantage.

Skills

-Thorough knowledge of office procedures and ability to acquire knowledge, understand and apply WHO policies, rules and regulations; results-oriented, good interpersonal and communication skills;

-Ability to act with tact, diplomacy, good judgement, discretion and respect for confidentiality;

-Ability to analyse and interpret source documentation and data;

-Ability to draft correspondence, summary of meetings, and notes for the record.

-Good typing skills and ability to take dictation at required speed.

-Ability to discern routine from nonroutine.

-Good computer skills and ability to adapt to various software applications.

-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
Creating an empowering and motivating 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 746,790 (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.