Purpose of the Position

Within the Office of the Director of the Department, the incumbent provides support in the day-to-day programme, financial, human resources related and administrative functions.

Job Description

Reporting to and under supervision of the responsible Officer and in collaboration with other support staff of the Division, the incumbent provides support functions in programme, financial, administrative and human resources (HR) related areas. Non-routine work is assigned usually with instructions by the supervisor and reviewed for meeting the expected outcomes and is being performed in accordance with WHO e-Manual, financial rules, regulations and procedures.

Summary of Assigned Duties

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

• Provide support and input to the office of the Director or the immediate supervisor on aspects of planning, resource allocation and human resources management of the programmes and projects of the Department. Brief staff at all levels on budget, financial, administrative, HR and other procedures and practices and monitor the correct use of the WHO Financial Rules and Regulations by staff in their implementation of funds.
• Cross-check obligating documents available from the Global Management System (GSM) or other on-line systems, monitoring the availability of funds and alerting to upcoming shortfalls, updating files, and transferring funds as instructed; upon instruction clearance of obligating documents, checking them for completeness, and following-up on missing elements as required.
• Monitor expenditures and alert supervisor on issues of compliance with work plans, financial rules and regulations and award agreements. Follow up on the mid-term reviews and the end of year of biennium closure of accounts exercise for the Department.
• Review contractual documents, issuing of funding sources and details, earmarking funds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as Agreements for Performance of Work (APWs), and other contract modalities. Monitoring the staffing level of the Department, keeping track of all contract extensions and renewal deadlines, checking and ensuring that funds are available for the proposed contract and ensure that the renewal of contracts for staff are carried out in a timely fashion, maintaining and updating the Departmental HR plan, accordingly; acting as leave administrator for the Department.
• Monitor, and follow-up on programme implementation-levels, drawing the attention of the Director to problems, inconsistencies, delays, and other anomalies detected.
• Provide assistance on the Department`s HR administrative issues.
• Manage the smooth running of the administrative functions in the Department, including maintaining an up-to-date status of the office space and acting as the office space focal point for the Department.
• On own initiative, draft routine correspondence, and upon instructions and guidance draft correspondence of a non-routine character; finalize correspondence/reports for signature; analyze incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned to urgent items and deadlines.
• Take minutes in the Departmental group meetings.
• Provide administrative and logistical assistance in the context of the organization of meetings relating to the work of the Department.
• Perform other related duties as required or instructed, including providing support to other areas of work as assigned.

Qualifications

Education

Essential
Completion of a secondary education or equivalent.  University degree or additional higher education an advantage.

Desirable
University degree or additional higher education an advantage.

Experience

Essential
At least five years of experience in programme management and secretarial/administrative work, preferably in UN agency or other international organization.

Desirable

• Have in-depth programme management experience in an international organization.
• Knowledgeable in Excel pivot tables, PowerPoint presentations and other MS Office applications.
• Relevant work experience in WHO is an advantage.

Skills

• Work requires proficiency in the use of word processing or other software packages and other standard office equipment.
• Formal or self-training in the use of standard office software.
• Training in Oracle-based or other ERP systems an asset

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Setting an example

Use of Language Skills

Essential: Expert knowledge of written and spoken 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.

• 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.

• For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics. The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply for WHO jobs. Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to [email protected]