Assistant, Manila
Closing Date: Thursday, 20 February 2014
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ASSISTANT (WPRO/14/FT47)
7 February 2014
The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: WPRO/14/FT47
Title: Assistant
Grade: G5
Contract type: Fixed-Term Appointment
Duration of contract: Two Years
Date: 6 February 2014
Application Deadline: 20 February 2014
Duty Station: Manila, Philippines
Organization unit: WP/DPM Director, Programme Management (WP/DPM), WP/EDT Editor (WP/EDT)
OBJECTIVES OF THE PROGRAMME :
Ensures that all official documents and communications issued by the Regional Director and the Regional Office are in clear and appropriate English. It coordinates and edits all Regional Committee documentation. The unit also edits and monitors the submission of mission and meeting reports, as well as the other Regional Office documentation. EDT provides overall guidance to the Publication unit to improve printed information products.
Description of duties:
1. Assist the Reports Editor in monitoring, filing, indexing and meeting other administrative requirements for mission reports, regular budget, UNDP and UNFPA project progress reports, WRs' semi-annual reports, reports and documents of meetings, workshops, seminars and other group educational activities and the Regional Committee.
(a) Maintain a database of reports in the computer to record the following information: report series number, author, project number and title, restriction code, budget code, place visited, dates of mission, subject covered by the report, key words, executive summaries and clearance dates.
(b) Prepare a list of outstanding reports every month and submit to EDT for confirmation and for a quarterly follow up with the respective operational officers; prepare and distribute the Annual List of Reports covering WPRO activities (red book).
(c) Arrange with unit secretaries briefing schedules of consultants and other staff with EDT; provide, as necessary, materials and other briefing packages given by EDT.
(d) Regularly update file and checklists of WRs' semi-annul reports, regular budget, UNDP and UNFPA reports and ensure that deadlines for submissions are met; submit to BFO a list of UNDP and UNFPA reports on semi-annual basis.
(e) Coordinate with MAC regarding issuance of numbers for the information bulletin, agenda, working documents and handouts used in meetings, seminars, workshops and other group educational activities.
(f) Act as custodian of EDT unit's depository of records, documents and other reference files.
(g) Attend to inquiries of secretaries regarding preparation and processing of mission reports.
(h) Collect background materials as a basis for replies to incoming correspondence and prepare draft correspondence of a non-technical nature when required.
(i) As necessary, suggest updates to the WPR Secretaries' Handbook and other guidelines for writing and preparing reports.
2. Assist Administrative Assistant/EDT in the preparation and processing of Regional Committee documents and in the maintenance of Regional Committee reference file and background documentation.
(a) Type, process, print and store the Regional Director's Annual and Biennial Reports and other Regional Committee documents and working papers through the use of MS Office programmes.
(b) Prepare the distribution list, which includes Member States, Regional Committee Representatives and various staff from Headquarters and other regional offices, for all Regional Committee documents and working papers.
(c) Prepare background documentation for the Regional Director's report.
3. Replace incumbent of post 180003 (Administrative Assistant) during her absence.
4. Maintain inventory of office supplies and requisitions, as necessary, for use of EDT unit.
5. Perform other related duties as required.
REQUIRED QUALIFICATIONS
Education:
- Equivalent to graduation from secondary school with thorough training in secretarial and clerical duties.
Skills:
- Thorough knowledge of office procedures and ability to acquire knowledge of WHO procedures, rules and regulations.
- Typing and stenographic skills at required speed.
- Ability to discern routine from non-routine.
- Ability to analyse and interpret source documentation and data.
- Ability to draft correspondence and prepare documentation and reports accurately and concisely.
- Skills in the use of computer software, particularly database and word processing.
- Ability to work harmoniously with national and international staff of diverse cultural and educational backgrounds.
- Ability to take initiative and work independently.
- Ability to cope with heavy workload under time pressure.
- Ability to work as a member of a team.
- Ability to cope with diverse activities simultaneously.
- Complete discretion and demonstrated ability to be quick yet meticulous and methodical.
Experience:
- Considerable experience in progressively responsible clerical and administrative work.
Languages:
- Excellent knowledge of spoken and written English.
Additional Information:
Post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the office. Only candidates under serious consideration will be contacted.
Annual salary:
(Net of tax)
PhP 503 478 at single rate
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment . The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
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