Team Associate

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.

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.

DESCRIPTION OF DUTIES

A. GENERAL
1. Oversee and monitor the information flow in IHR, 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. Receive visitors and telephone calls with tact and discretion and act according to the nature and urgency of each, including redirecting as appropriate. Provide background information for appointments with official visitors and/or staff members.
4. Maintain the agenda and calendar by scheduling meetings and/or rescheduling. Sowing to disruption by unforeseen events, redirects visitors and callers as necessary.
5. Disseminate information on administrative procedures to GS staff in the team/department and assist staff in adhering to WHO administrative procedures.
6. Monitor requests for goods and services, including receipt, payment and inventory requirements.
7. Coordinate and monitor office space requirements in liaison with relevant units as required.

B. CORRESPONDENCE
8. 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;
9. Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate, identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to
specific items.
10. Ensure the technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.
11. 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. HUMAN RESOURCE/PROCUREMENT
12. Ensure the timely appointment/renewal of contract, initiating request for temporary and fixed-term.
13. 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;
14 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
15. Monitor and record receipt of deliverables and initiate and monitor payments as needed.

D. BUDGET & FINANCE
16. 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
17. Provide the supervisor with timely budget information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.

E. INFORMATION MANAGEMENT
18. 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
19. Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.

F. MEETING ADMINISTRATION
20. 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
21. Schedule programme area meetings according to schedules and needs. Take meeting notes, prepare minutes and follow up on action points to ensure timely response to the requests.
22. Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.

G. TRAVEL
23. Make travel arrangements for the supervisor, including preparation of travel requests in GSM; and
24. 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
25. Upon request, provide support, backstopping and gap-filling for emergency activities at any level of the Organization or scale of emergency;
26. Occasionally replace staff within WHE during their absence as coordinated by the Senior Executive Assistant; and
27. Perform other related duties, as requested by the supervisor, including the 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.
Desirable: Relevant university degree is an asset.

Experience

Essential: At least five years of relevant work experience in secretarial or administrative positions.
Desirable: Relevant experience working in WHO or the UN system.

Skills

Strong skills to work independently.
Strong organization and office skills, as well as skills in note-taking and minute writing.
Sound knowledge and skills using a variety of office and computer packages.
Sound knowledge of WHO and/or UN administrative rules and regulations, procedures and practices.
The ability to multitask and work under pressure.
The ability to exercise discretion at all times in judging the importance, urgency and confidential nature of various issues and tact when dealing with staff and external partners.

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 876,102 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• Staff members separated due to the 2025 Prioritization and Realignment Process will receive special consideration according to the applicable regulatory framework.

• 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 and/or an asynchronous video assessment 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.

• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and eManual.

• The Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.

• WHO is committed to creating a diverse and inclusive environment of mutual respect. 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.

• 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.

• Persons with disabilities may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to reasonableaccommodation@who.int with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.

• An impeccable record for integrity and professional ethical standards is essential. 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.

• For information on WHO's operations please visit: http://www.who.int.

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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