OBJECTIVES OF THE PROGRAMME
The Administrative Services Unit (ASU) is responsible for providing operational and administrative support to all regional staff in the areas of travel, transportation, meeting management, assets and inventory tracking and management, registry and logistic services, staff security and safety, building and grounds maintenance and other related services.
DESCRIPTION OF DUTIES
The incumbent will perform the following duties:
- Prepare documents and submissions for issuance/renewal of residence permits/IDs for WHO personnel and family members.
- Facilitate the capture and sharing of best practices and continuous learning by the team. Propose work process improvements for team performance.
- Liaise with Philippines Department of Foreign Affairs (DFA) and/or embassies/consulates, to ensure timely issuance or renewal of visas/residence permits/IDs. Maintain filing systems and records of ID cards ensuring accurate regular updated information. Alerting personnel in time for renewal.
- Generate periodic reports on status/progress of cases.
- Update staff information database for timely submission of report on WHO personnel and dependent family members, to UN and/or authorities as instructed by supervisor.
- Liaise with DFA and other government agencies (Customs, Health authorities, Land Transportation Organization (LTO), citizen services & various related government departments) on relevant matters concerning diplomatic privileges and immunities.
- Maintain relevant information on DFA procedures and Host Country Agreement on WPRO intranet.
- Provide administrative assistance for new and departing personnel in areas such as local orientation, privileges and immunities, residence matters, vehicle, schools, as needed.
- Provide in-depth briefing to personnel, answer queries on relevant entitlement and procedures and address ad hoc requests with regards to DFA, immigration, customs.
- Take active part and coordinate the preparation and execution of the Regional Committee Meeting.
- Prepare documentation for incoming and outgoing shipments of personal belonging of staff and make appropriate recommendations.
- Be the focal person for customs clearance for eligible staff’s relocation shipments.
- Prepare certificates, facilitation letters and relevant documents upon staff requests.
- Quality assure work processes and services compliant with respective procedures, guidelines and policies.
- Provide backup support within the unit and perform other related duties as required or assigned by supervisor.
REQUIRED QUALIFICATIONS
Education Qualifications
Essential: Completion of secondary school education.
Desirable: Relevant University degree is an asset.
Experience
Essential: At least eight years of relevant work experience in administrative support or services including working with governmental practices and policies on matters of protocol, privileges, immunities, etc.
Desirable: Relevant experience working in WHO or the UN system.
Functional Knowledge and Skills
- Ability to effectively liaise with governmental agencies and organizations with tact and discretion.
- Proactive, service- oriented and demonstrating resourcefulness and judgment.
- Sound judgment, integrity and tact when dealing with others.
- Ability to meet work deadlines in a timely manner and to work independently in a team environment.
- Ability to communicate effectively with staff at all levels, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.
WHO Competencies
Enhanced WHO Global Competency Model:
who-enhanced-competence.pdf
- Teamwork
- Respecting and promoting individual and cultural differences
- Communication
- Knowing and managing yourself
- Producing results
Use of Language Skills
Excellent knowledge of English and local language.
Other Considerations and Skills
Proficiency in Microsoft Office
Knowledge of GSM/Oracle applications
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 935,973 (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 reasonableaccommodation@who.int
- 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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