Assistant

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Metropolitan Manila, Philippines
Apply by 6 March 2018
Mid-level , Short-term contract assignment
Posted on 13 February 2018

Job Description

OBJECTIVES OF THE PROGRAMME

Emergency and Humanitarian Action (EHA) - To design and implement programme activities that would prepare the health sector in dealing with emergencies and improve the health condition of affected population during and after emergency situations with the goal of supporting the Department of Health (DOH) in: 1) providing prompt assessment on health needs of populations affected by crises, identifying priority causes of ill-health and death; preparing damage estimates, emergency response and recovery/rehabilitation plans; providing prompt, credible health information and ensuring the continuity of essential health services; 2) coordinating and monitoring emergency health response/relief efforts under the aegis of the Interagency Standing Committee Health Cluster, wherein WHO is the lead agency; 3) ensuring that critical gaps in health response are rapidly identified and filled; and 4) revitalizing and building the capacity of the national health systems in dealing with preparedness, mitigation and response.

Emerging Disease Surveillance and Response (ESR) - The main objective of the current programme is to support the DOH at various levels in the design, planning, implementation, monitoring and evaluation of priority interventions for infectious disease surveillance and control including those priorities of the IHR 2005. It will support establishing partnerships with other sectors and promoting greater coordination within the health sector and among the various stakeholders. The aim is also to strengthen capacity for monitoring the effects for these interventions on the poor and for people living in remote areas of the country including ethnic minorities.

Environmental Health (ENH) - The programme provides technical support to the DOH in strengthening its capacity to effectively provide evidence-based policies, guidelines, and tools; engage in strategic partnership with key stakeholders; advocate and promote environmental health systems and other related strategies to achieve the country’s goal of reaching the MDG 7 targets; and collaborate with partners for the protection of health from the impacts of climate change.

DESCRIPTION OF DUTIES

Under the general supervision and guidance of the Programme Management and Administrative Officer, the incumbent performs the following functions:

1. Screen incoming correspondence, documents and reports, and route to the supervisor with full background material, ensure their distribution and follow up on deadlines;

2. Take/transcribe non-technical and technical correspondence, reports, etc. from dictation, tapes and manuscripts, ensuring grammatical accuracy, conformity with procedural instructions and format;

3. Draft correspondence on routine matters on own initiative or from brief instructions, types statements, reports, studies, including statistical tables, etc. from manuscripts, takes minutes of meetings as needed;

4. Open, organize and maintain general project files;

5. Perform the necessary functions in the Global Management System (GSM) related to goods and services procurement, meetings, travel requests, etc.;

6. Maintain, update and monitor information on project activities in the Enterprise Content Management (ECM) System and workplan in the GSM, and generate reports as required;

7. Provide administrative support in the organization of meetings, workshops and training courses, including preparation of related folders and submission of travel requests for staff, participants, consultants, temporary advisers, etc.;

8. Create, organize and maintain general and project files with an appropriate system for follow-up on responses and deadlines;

9. Set up schedules of appointments for supervisor(s) and visitors, prepare briefing folders for the supervisor’s duty travel, field staff and consultants;

10. Make travel arrangements for the supervisor(s), prepare briefing materials for his/her use on official trips or special meetings and in his/her absence, brief or take notes on matters for which the programme(s) is responsible;

11. Assist in undertaking searches, compiling and maintaining information relevant to the programme;

12. Occasionally replace secretarial staff during their absence, as coordinated by the first level supervisor;

13. Perform other related duties as required.

REQUIRED QUALIFICATIONS Education

Essential: Equivalent to graduation from secondary school with thorough secretarial training.
Desirable: Formal or self-training in the use of standard office software and/or training in Oracle-based or other Enterprise Resource Planning (ERP) systems is an asset.

Experience

Essential: Five years’ experience in secretarial/administrative posts.
Desirable: Experience in WHO or in another international organization is preferred.

Skills

Thorough knowledge of office procedures. Good communication and interpersonal skills. Ability to act with tact, diplomacy, discretion and respect for confidentiality. Ability to discern routine from non-routine. Ability to prioritize tasks. Ability to draft/prepare correspondence, memorandum, summary of meetings and notes for the record. Typing skills at required speed. Good computer skills and ability to adapt to various software applications. Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds, and maintain high standards of personal conduct.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Knowing and managing yourself

Use of Language Skills

Essential: Excellent knowledge of English.
Desirable:

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