Assistant
World Health Organization
Manila, Philippines
5d ago

OBJECTIVES OF THE PROGRAMME

To assist Member States to promote mental well-being, prevent mental disorders, provide care, and enhance recovery for people with mental and substance use disorders.

Emphasis is placed on creating a formative environment that promotes mental health and well-being through a system approach aligned with For the Future : Towards the Healthiest and Safest Region which highlights mental health and dementia, alongside noncommunicable disease and ageing and health inequity, as significant public health concerns.

Guided by these thematic priorities and operational shifts, a new Regional Framework for the Future of Mental Health in the Western Pacific is forthcoming.

The new regional framework is envisioned to support Member States in developing national plans and policies, strengthen political advocacy for greater resources and commitment, and encourage collaboration across all stakeholders through new ways of working.

DESCRIPTION OF DUTIES

Under the general supervision of the Senior Administrative Assistant, Division of Programmes for Disease Control, and in close coordination with the Technical Lead for Mental Health and Substance Use, the incumbent will perform the following duties :

  • 1. To screen incoming correspondence, documents and reports and route to the Technical Lead or technical staff assigned with full background material;
  • to ensure their distribution and follows up on deadlines;
  • 2. To draft / prepare nontechnical and general correspondences, minutes of meetings and other records of discussions, reports, etc.

  • on own initiative or from brief instructions using word-processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format and completeness and relevance of supporting documents / attachments;
  • 3. To initiate and follow through administrative formalities related to budget monitoring and implementation; processing of various contracts and documents for consultancies, agreement for perfomance of work (APW), internships, etc;
  • procurement of supplies and equipment request, etc; and to initiate all Global Management System (GSM) / Business Management System (BSM)-related transactions, as applicable;
  • 4. To assist in the preparation of fund-raising proposals, the drafting of donor agreements, and the preparation of financial narrative donor reports in close collaboration with the Technical Lead and / or technical staff assigned and the programme management team of the Division;
  • 5. To provide administrative support in the organization and arrangements of formal / informal meetings, consultations, workshops and training courses, including preparation, proofreading and formating of related files;
  • processing of contracts and documents for consultancies and APWs recruitment of interpreters; invitation to country participants, temporary advisers, representatives and observers and members of the Secretariat;
  • and coordinate and arrange meeting logistics. To coordinate and seek guidance with other administrative units in the organization of meetings such as Meeting and Courses, Budget and Finance, Travel and Transportation and the Global Service Centre;
  • 6. To liaise with mental health focal points in the Western Pacific, WHO country offices for sharing of relevant information and implementation of activities.

  • 7. To open, organize and maintain general and project files with an appropriate system for follow-up on responses and deadlines;
  • 8. To set up and coordinate schedules or appointments for the Technical Lead and / or technical staff assigned and visitors;
  • to prepare briefing folders for technical staff's duty travel, field staff, temporary staff and consultants;
  • 9. To assist in searching, compiling and maintaining information relevant to the programme and team including the monitoring of projects' implementation;
  • to perform liaison duties with the other members of the team as well as with other units;
  • 10. To make travel arrangements for the Technical Lead and / or technical staff; to prepare briefing materials for his / her use on official trips or special meetings;
  • and in his / her absence, to brief or take notes on matters for which the programme is responsible;
  • 11. To provide backstopping, gap-filling and / or occasionally replaces administrative staff within the team and division during their absence to ensure provision of back-up support to all programmes when needed, as coordinated by the Senior Administrative Assistant; and

    12. To perform related duties asrequired.

    REQUIRED QUALIFICATIONS

    Education

    Essential : Equivalent to graduation from secondary school with thorough training in secretarial / administrative duties.

    Desirable : Relevant higher level diploma or degree.

    Experience

    Essential : At least five years' experience in secretarial / administrative posts.

    Desirable : Work experience in WHO or in anotherinternational organization. Experience working in a multicultural environment.

    Skills

    Thorough knowledge of office procedures, administrative rules and regulation, GSM / BSM, word-processing and spreadsheets applications.

    Results oriented, good communication skills and interpersonal skills.

    Ability to act with tact, diplomacy, discretion and respect for confidentiality.

    Ability to prepare correspondence, summary of meetings, documentation and notes for the record.

    Typing skills, good computer skills and ability to learn and use different software applications.

    Ability to discern routine from nonroutine.

    Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.

    Teamwork

    Respecting and promoting individual and cultural differences

    Producing results

    Knowing and managing yourself

    Use of Language Skills

    Essential : Expert knowledge of English.

    Desirable : REMUNERATION

    REMUNERATION

    WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at PHP 631,953 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

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