Assistant to Team

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 working in more than 150 countries, WHO operates in various regions to address global health challenges, including disease outbreaks, health emergencies, and health system strengthening. The organization collaborates with countries and partners to improve health outcomes and ensure equitable access to healthcare services.

Job Overview:
The Assistant to Team plays a crucial role in ensuring the smooth operation of administrative activities within the team. This position involves coordinating actions with other support staff and collaborating closely with the Assistants to the Head of Unit and Director. The incumbent will be responsible for managing communications, handling correspondence, and providing logistical support for meetings and travel arrangements. The role requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently while maintaining a high level of professionalism and discretion. The Assistant will also be expected to contribute to the overall effectiveness of the team by ensuring that all administrative processes are executed in accordance with WHO standards and practices.

Duties and Responsibilities:
The Assistant to Team will undertake a variety of responsibilities, including but not limited to:

• Receiving visitors and telephone calls with tact and discretion, redirecting inquiries as necessary.
• Providing background information for appointments with official visitors and staff members.
• Monitoring requests for goods and services, including managing receipt, payment, and inventory requirements.
• Drafting general or administrative correspondence and finalizing documents for signature.
• Verifying outgoing correspondence for adherence to WHO standards and ensuring accuracy in language and grammar.
• Analyzing incoming correspondence and requests, attaching relevant background information, and highlighting areas requiring action.
• Ensuring technical reports meet WHO standards and editing them as necessary.
• Following up on correspondence and queries to ensure timely responses.
• Managing the appointment and renewal of contracts for staff. 1
• Initiating contracts and requisitions through the Oracle/GSM procurement module. 1
• Assisting in budget monitoring and providing timely financial information. 1
• Maintaining filing systems and ensuring information is up to date. 1
• Coordinating administrative preparations for meetings, including event planning and document preparation. 1
• Preparing travel requests and making arrangements for official travel. 1
• Performing other related duties as required to support the team.

Required Qualifications:
Candidates must possess a completion of secondary school education or equivalent as a minimum requirement. A relevant university degree is desirable. Candidates should have at least five years of relevant work experience in secretarial or administrative positions, with preference given to those with experience in a health-related field or within WHO or another UN agency. Familiarity with Oracle-based or other ERP systems is also desirable. Strong organizational skills, the ability to multitask, and a high level of discretion are essential for this role. Candidates should demonstrate sound knowledge of WHO and UN administrative rules and procedures, as well as proficiency in using various office software packages.

Educational Background:
The educational background required for this position includes the completion of secondary school education or an equivalent qualification. A relevant university degree is considered desirable, and WHO only recognizes higher educational qualifications obtained from accredited institutions listed in the World Higher Education Database (WHED).

Experience:
The position requires a minimum of five years of relevant work experience in secretarial or administrative roles. Experience in a health-related field or with WHO or another UN agency is highly desirable. Familiarity with Oracle-based or other ERP systems is also beneficial, as is experience in managing administrative tasks in a fast-paced environment.

Languages:
Excellent knowledge of written and spoken English is mandatory for this position. Proficiency in additional languages may be considered an asset, enhancing communication within the diverse international environment of WHO.

Additional Notes:
This position offers an attractive remuneration package, including an annual net base salary starting at PHP 837,571, subject to mandatory deductions for pension contributions and health insurance. Employees are entitled to 30 days of annual leave. The vacancy notice may be used to fill other similar positions at the same grade level. Candidates under serious consideration will be contacted, and a written test may be part of the screening process. The WHO is committed to creating a diverse and inclusive work environment and encourages applications from women, persons with disabilities, and nationals of underrepresented Member States. The organization adheres to the highest ethical standards and has a zero-tolerance policy towards any form of abusive conduct.