OBJECTIVES OF THE PROGRAMME
The WHO Country Office in Kiribati is part of the Division of Pacific Technical Support (DPS), a decentralized division of the Western Pacific Region established to coordinate the provision of technical support for the countries and areas of the Pacific islands. The WHO Country Liaison Office for Kiribati is the centre of the Secretariat’s mechanism for delivering its technical cooperation. The goal of WHO’s country presence is to enable the entire organization to support Kiribati in reaching its health goals and contributing to global and regional public health action.

DESCRIPTION OF DUTIES

GENERAL:
– Oversee and monitor the information flow of the office of the CLO, screening, sorting, analysing and identifying areas requiring action by the CLO.
– Receive visitors and telephone calls with tact and discretion, and acts according to the nature and urgency of each, including redirecting as appropriate.
– Provide background information for appointments with official visitors and/or staff members.
– Monitor requests for goods and services, including receipt, payment and inventory requirements.

CORRESPONDENCE
–  Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.
– Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.
– Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer’s needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
– Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

HUMAN RESOURCES
– Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan and recruitment and managements of SSAs, and other contractors.
– Monitor leave and attendance records, as required.
– Act as White Pages administrator.

PROCUREMENT
– Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services requests (GES).  Monitor and record receipt of deliverables, and initiate and monitor payments as needed and creation of Suppliers.
– Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.

BUDGET & FINANCE
-Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.
-Provides CLO with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
-Monitors income and expenditures for planning purposes.
-Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
– Provides support for imprest/quasi function
– Assists in the preparation of financial and technical progress reports to donors.

INFORMATION MANAGEMENT
– In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
– Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.

MEETING ADMINISTRATION
– Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; courtesy expenses, venue bookings, assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.
– Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
– Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes and following up on action points to ensure timely response to the requests of the  CLOs and preparation of minutes.
– Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team’s professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.

TRAVEL
– Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight, boat and accommodation reservations, prepare travel files and deal with other related matters as requested or on own initiative.

OTHER DUTIES
– Perform other related duties as required or instructed, including providing support to other areas of work.

REQUIRED QUALIFICATIONS

Education 

Essential: Completion of secondary school education or equivalent.

WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World  Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United  Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/

Experience

Essential: At least 5 years of relevant experience in administrative/clerical functions.

Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Skills
The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training or self-training.  He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

WHO Competencies Enhanced WHO Global Competency Model: who-enhanced-competence.pdf

– Knowing and managing yourself
– Producing results
– Fosters integration and team work

– Moving forward in a changing environment

Use of Language Skills
Essential: Expert knowledge of written and spoken English and local language.

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 AUD 14,064 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level.
• Only candidates under serious consideration will be contacted.  
• A written test may be used as a form of screening.  
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.  
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.  
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.  
• For information on WHO’s operations please visit: http://www.who.int.  
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.  
• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity/equity-and-inclusion) are strongly encouraged to apply for WHO jobs.  
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to [email protected]  
• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.  
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.  
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.  
• WHO also offers a wide range of benefits to staff, including parental leave and attractive, flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.  
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.  
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.  
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