(1) Provides assistance and performs administrative duties and general processing functions for the supervisors and CSU team members, including screening of callers and visitors; directing incoming correspondence to appropriate staff members; reviewing outgoing correspondence for accuracy of style, grammar and spelling, and completeness of accompanying documents; establishing and maintaining required records, files and reference materials; scheduling appointments; preparing requisitions and other administrative documents; and drafting correspondence and informational materials.
(2) Provides administrative support in technical cooperation activities for CSU, including such tasks as gathering and maintaining reference materials and maintenance of intranet and internet sites.
(3) Monitors memoranda of agreement in relation to Global Fund with WHO engagement and activities of the Western Pacific Regional Office (WPRO) working group for Global Fund-related country support; initiates recruitment actions and prepares forms for recruitment of experts, consultants and interns/volunteers; and processes goods and service procurement requests, agreements for performance of work and similar WHO contracts.
(4) Assists in the coordination and organization of meetings for CSU, including recruitment of meeting consultants and resource persons, and finalizing necessary travel arrangements, assisting in the practical organization of meetings, checking documents, responding to specific requests from participants and compiling documents and preparing meeting folders, providing information to participants concerning the programme and the activities of the meeting; coordinating measures for ensuring orderliness and security; and maintaining files of general information on meetings and completing various forms concerning meetings.
(5) Prepares travel arrangements for CSU team members; prepares briefing materials for use on official trips of special meetings. In the absence of a team member, briefs the team member on matters for which the programme is responsible.
(6) Occasionally replaces secretarial staff within the Unit or division during their absence, as coordinated by the Administrative Officer of the Division.
(7) Performs other duties as and may be required.
REQUIRED QUALIFICATIONS
Education:
Equivalent to graduation from secondary school with thorough training in secretarial/administrative duties.
Skills:
Proficiency in the use of modern office technology through in-house courses, on-the-job training or self-training. Knowledge in procedures and practices, rules and regulations, organizational structure in the division, the Regional Office and WHO, to be able to brief others and explain procedures.
Experience:
Five years of relevant administrative experience. Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other enterprise resource planning (ERP) systems an asset.
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
This vacancy notice may be used to fill other similar positions at the same grade level.
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