The mission of the 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.
The Health Emergency and Risk Assessment (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 and disseminate timely emergency health information products.
The programme area Emergency Operations (EMO) in WHE is responsible for ensuring the emergency-affected populations have access to timely and effective health services. This includes ensuring a strong emergency management system (based on incident management), effective and inclusive coordination mechanisms, joint assessments and planning by partners, implementation of operations and services according to agreed standards, and strong logistics and operational support. The expansion and strengthening of operational partnerships is key priority. EMO also leads on humanitarian policy and guidance, as well as representation to key interagency bodies.
Within the delegated authority, the incumbent will be responsible for the following duties:
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 the supervisor and visitors; and
4. Receive, screen and direct telephone calls with discretion
1. Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports ensuring adherence to the 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.
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 the Global Management System (GSM) procurement module, procurement requisitions for goods and services such as 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. BUDGET & FINANCE
1. Assist the supervisor in all aspects of project monitoring, financial and technical project management, including monthly reconciliation of funds and following up of 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. Working 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, 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.
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 WHE 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.
Essential: Completion of secondary school education or equivalent with training in secretarial and administrative work.
Desirable: Additional education/training in spreadsheets, management and administration or related field would be an advantage.
Essential: At least five years of progressively responsible experience in secretarial and/or administrative support positions.
Desirable: Experience working in WHO or other UN system or international organization.
Respecting and promoting individual and cultural differences
Setting an example
Essential: Expert knowledge of English.
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 638,273 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.