Administrative Assistant

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations responsible for international public health. Established on April 7, 1948, WHO's mission is to promote health, keep the world safe, and serve vulnerable populations. With over 7,000 employees in more than 150 countries, WHO operates in various regions to address global health challenges and improve health outcomes worldwide. The organization focuses on a wide range of health issues, including infectious diseases, non-communicable diseases, health systems, and emergency response.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Division of Business Operations and Solution Lab (BOS) by providing comprehensive administrative and financial support. This position requires a proactive individual who can manage the information flow within the office of the Director, ensuring effective communication and timely follow-up on various requests. The incumbent will be responsible for maintaining the Director's agenda, coordinating meetings, and managing correspondence, all while adhering to WHO's administrative procedures. The role also involves monitoring procurement processes, assisting with budget and finance tasks, and managing travel arrangements. The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to work collaboratively in a diverse environment.

Duties and Responsibilities:
The Administrative Assistant will oversee and monitor the information flow of the office of the Director, BOS, ensuring effective communication and timely follow-up on requests. Key responsibilities include: managing the Director's calendar, scheduling meetings, and redirecting visitors and calls; drafting and finalizing correspondence and reports; monitoring leave and attendance records; initiating procurement requests through Oracle/GSM; assisting in budget monitoring and financial processing; maintaining filing systems and ensuring information is up to date; coordinating administrative preparations for meetings and events; preparing travel requests and making reservations; and performing other related duties as required. The role requires a high level of discretion and the ability to prioritize tasks effectively.

Required Qualifications:
Candidates must possess a thorough knowledge of office rules and procedures, administrative regulations, and WHO's organizational structure. Proficiency in word processing, spreadsheet, and presentation software is essential. The ability to draft routine correspondence and discern between routine and non-routine tasks is crucial. Strong interpersonal skills and the ability to work harmoniously within a team are required, along with a commitment to maintaining high standards of personal conduct. Familiarity with Oracle-based or other Enterprise Resource Planning (ERP) systems is desirable, as is experience in an international organization.

Educational Background:
The minimum educational requirement is graduation from secondary school with thorough training in secretarial duties and office practices. While a relevant bachelor's degree is desirable, formal or self-training in computer and writing skills is also beneficial. Candidates must have a strong foundation in administrative practices and procedures to effectively support the Director and the team.

Experience:
A minimum of five years of relevant experience in secretarial and/or administrative positions is essential. Experience in Oracle-based or other Enterprise Resource Planning (ERP) systems is considered an asset. Previous experience working with WHO or other international organizations is preferred, as it provides familiarity with the unique challenges and expectations of such environments.

Languages:
Expert knowledge of English and the local language is essential for this position. Intermediate knowledge of French is desirable, as it may enhance communication with a broader range of stakeholders and colleagues within the organization.

Additional Notes:
This position is subject to local recruitment and will be filled by candidates from the local commuting area of Manila. WHO offers an attractive remuneration package, including an annual net base salary starting at PHP 876,102, along with 30 days of annual leave. The organization is committed to creating a diverse and inclusive environment and encourages applications from women, persons with disabilities, and nationals of underrepresented Member States. Candidates may be required to provide proof of vaccination as part of the recruitment process, and reasonable accommodations can be requested for applicants with disabilities. The successful candidate will be expected to adhere to WHO's ethical standards and contribute to a safe and respectful workplace.