Team Associate (multiple vacancies)

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    6 days ago
  • Category:
    Administration
  • Deadline:
    December 9, 2022

JOB DESCRIPTION

OBJECTIVES OF THE PROGRAMME

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.

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 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

B. CORRESPONDENCE

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.

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 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.

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 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.

REQUIRED QUALIFICATIONS

Education

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.

 

Experience

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.

 

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 softwares such as Word, PowerPoint, Exel, Access etc., and training in the use of a broad range or knowledge of the enterprise resource planning 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; and
  • 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
Setting an example

 

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 638,273 (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 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.