Senior Executive Associate Vacancy-Job Ref: ACPHWHO/1408/202375

Senior Executive Associate Vacancy-Job Ref: ACPHWHO/1408/202375

Manila (Philippines)

JOB DESCRIPTION
OBJECTIVES OF THE PROGRAMME
The mission of WHO Health Emergencies Programme (WHE) is to build the capacity of Member States to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.

WHE brings together and enhances WHO’s operational, technical and normative capacities in outbreaks, emergencies and risk analysis to address all health hazards across the risk management cycle in a predictable, capable, dependable, adaptable and accountable manner. WHE is designed to operate within the broader humanitarian and emergency management architecture in support of people at risk of, or affected by, outbreaks and emergencies, consistent with ways that strengthen local and national capabilities.

DESCRIPTION OF DUTIES
Under the general supervision of the Regional Emergency Director, WHO Health Emergencies Programme/ Director, Health Security and Emergencies (RED/DSE), the incumbent performs the following functions:

1) Support to the Regional Emergency Director/Division Director

a) To screen all incoming correspondence, documents and reports. To identify important correspondence requiring urgent attention, ensure proper and prompt distribution and/or circulation to related teams/units. To verify and collate inputs from various teams/units for the preparation of
documents and information. To review all outgoing correspondence for accuracy, format, and conformity with policies and standards;

b) To prepare travel plans and travel arrangements in consultation with the Regional Emergency Director/Division Director, ensuring compliance with regulations and lead time. To collect background information and prepare briefing/meeting materials, including those for country visits, Regional Committee Meeting, Heads of WHO Country Office/Country Liaison Officers Meeting, Executive Board meeting and World Health Assembly;

c) To manage the calendar of appointments of the Regional Emergency Director/Division Director. To organize monthly Division meetings, bimonthly core management team (CMT) meetings, bimonthly WHE focal points meeting and finance and HR weekly meetings; prepare agenda, documents for discussion and relevant presentations, take notes and prepare minutes and notes for the record. To follow up on action points decided upon during Cabinet, Division and CMT meetings. To arrange video and teleconferences.

2) Supervision of the administrative support team

a) To plan and organize administrative work within the Division, distribute assignments to other support staff in an equitable manner, ensure proper coverage during absences and peak periods in consultation with respective coordinators and/or team leads. To establish and maintain a system to monitor work progress and initiate follow up actions with responsible officers and support staff to ensure that deadlines are met. To periodically review internal working procedures and record-keeping systems and recommend improvement as needed;

b) To conduct meetings with GS-staff to provide updates, share information, discuss problematic issues, and identify the best ways to enhance communication/cooperation between units. To review completed work of administrative support staff and conduct mid-year and year-end performance appraisals;

c) To lead learning opportunities for GS-staff by ensuring that skills, knowledge and competencies are built in a systematic way based on staff performance evaluation and feedback. To identify training needs and opportunities of administrative support staff and communicate them to the supervisors and the Staff Development and Learning team;

d) To propose potential GS-staff rotation within and across the Division. To analyse conflict situations between GS-staff, acting as a mediator, proposing conflict resolution interventions to the RED/DSE and/or concerned coordinators/team leads.

3) Support to the Division and RED/DSE Office Management

a) To monitor the staffing level of the Division, keep track of all contract extensions and renewals by initiating required paperwork and ensuring it is carried out in a timely manner. To assist in the preparation of post descriptions, draft shortlist and selection memoranda, written test and interview questions and other related Human Resource (HR) documents. To collaborate with Programme Area Management (Management and Administration) (PAM/MGA) team in maintaining and updating the Division HR plan accordingly.

b) To provide guidance on global and Western Pacific Regional Office guidelines and procedures and Global Management System (GSM) processes and steps, and coach staff as needed. To serve as Division focal point on GSM (WHO’s enterprise resource planning system) administrative actions. To initiate or assist other staff in initiating administrative and/or programme-related actions in GSM. To monitor actions submitted in GSM to ensure prompt action. To ensure that submissions are correct and complete and have appropriate supporting documents attached or uploaded in GSM before approval is granted. To provide briefings to new Professional- and GS-staff on the use of GSM self-service module and relevant administrative procedures;

c) To maintain liaison with relevant technical units and country offices on administrative matters to facilitate implementation of programme activities, including recruitment, contract extensions, procurement, fellowships, study tours, meetings, workshops, etc. To initiate relevant administrative formalities and correspondence;

d) To serve as Division leave administrator. To ensure leave requests are properly filed, approved and confirmed in GSM. To verify leave balances of Division staff at the end of the calendar year and certify correct leave data for separating employees;

e) To coordinate and manage the smooth running of the administrative functions in the Division, including monitoring/allocating office space in consultation with the Regional Emergency Director/Division Director, PAM and Administrative Services Officer, and oversee physical movement of staff within the Division;

f) To perform other duties as required.

REQUIRED QUALIFICATIONS
EDUCATION
Essential: Equivalent to graduation from secondary school with extensive secretarial/office management/administrative training
Desirable: University degree in a relevant field.

EXPERIENCE
Essential: At least ten years’ relevant experience in secretarial/administrative posts, in a large and/or international setting.
Desirable: At least two years’ work experience in directly supervising staff in administration duties preferably at WHO or other UN or other international organizations

SKILLS
Thorough knowledge of WHO administrative guidelines and office procedures.
Excellent organizational and interpersonal skills.
Ability to multitask and manage conflicting priorities.
Ability to act with tact, diplomacy, discretion and respect for confidentiality.
Ability to prepare correspondence, summary of meetings, documentation, notes for the record and reports.
Typing skills and ability to take dictation at required speed.
Good computer skills and ability to adapt to various software applications.
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.
WHO COMPETENCIES
Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Setting an example
Creating an empowering and motivating environment

USE OF LANGUAGE SKILLS
Essential: Expert knowledge of English.

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