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 a workforce of over 7,000 employees, WHO operates in more than 150 countries, working to combat diseases, improve health systems, and ensure that everyone can access essential health services. The organization is committed to achieving health equity and addressing emerging health challenges through innovation and strategic initiatives.

Job Overview:
The Administrative Assistant position within the Division of Data, Strategy and Innovation (DSI) is crucial for supporting the operational and administrative functions of the team. The DSI is focused on preparing the Western Pacific Region for future health challenges by developing next-generation leaders and driving innovation to enhance health equity. The role involves managing communications, coordinating meetings, and ensuring that administrative processes are efficient and effective. The incumbent will be expected to handle a variety of tasks that require discretion, organization, and a strong understanding of WHO's administrative procedures. This position is integral to maintaining the workflow of the DSI and ensuring that the team can focus on its strategic objectives.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties including: receiving visitors and managing telephone calls with professionalism; providing background information for appointments; monitoring requests for goods and services; drafting and finalizing correspondence; verifying outgoing documents for compliance with WHO standards; analyzing incoming correspondence and requests; ensuring timely appointment and renewal of contracts; initiating procurement contracts through Oracle/GSM; assisting in budget monitoring and financial reporting; maintaining filing systems; coordinating meetings and seminars; preparing travel requests and arrangements; and performing other related duties as required. The role demands a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously while maintaining a high level of accuracy and attention to detail.

Required Qualifications:
Candidates must possess strong organizational skills and the ability to work independently. Essential qualifications include a minimum of 5 years of experience in secretarial or administrative roles, with desirable experience in WHO or another UN agency. Proficiency in using office and computer packages, as well as a sound understanding of WHO and UN administrative rules, is required. The ability to multitask, work under pressure, and exercise discretion in handling confidential matters is crucial. Strong communication skills and the ability to work collaboratively within a team are also essential.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education or its equivalent. A relevant higher-level diploma or degree is desirable, indicating a preference for candidates with advanced educational qualifications that align with the responsibilities of the role.

Experience:
The position requires a minimum of 5 years of relevant experience in administrative or secretarial roles. Experience within WHO or another UN agency is considered an asset, as is familiarity with Oracle-based or other ERP systems. Candidates should demonstrate a proven track record of managing administrative tasks effectively and efficiently in a fast-paced environment.

Languages:
Expert knowledge of English is essential for this position. While not mandatory, proficiency in additional languages may be considered an asset, enhancing communication capabilities within the diverse environment of WHO.

Additional Notes:
This position is subject to local recruitment and will be filled by candidates from the local commuting area of Manila. The remuneration package includes an annual net base salary starting at PHP 876,102, along with 30 days of annual leave. WHO is committed to creating a diverse and inclusive workplace and encourages applications from women, persons with disabilities, and individuals from underrepresented member states. Candidates may be required to provide proof of vaccination as per WHO's health and safety protocols. The organization also offers flexible work arrangements to support a healthy work-life balance.