Assistant, Manila, Philippines 247 views

Assistant

( 1905282 )

Grade : G5

Contractual Arrangement : Fixed-term appointment

Contract duration : 2 Years

Job Posting: Nov 18, 2019, 11:23:38 AM

The Administrative Services Unit is responsible for providing operational and administrative support to all regional staff in the areas of travel and meeting management, registry and logistic services, staff security and safety, building and grounds maintenance, and other related services.The Asset Management and Store Team (AMS) ensures that reports on fixed assets, inventory and real estate is up-to-date and support to budget centres in asset management related issues is provided. The team provides efficient andeffective support in store management.

DESCRIPTION OF DUTIES

Under the general supervision of the Administrative Services Officer and guidance of the Director, Administration and Finance, the incumbent performs the following duties:

• Acts as focal point in Western Pacific Regional Office (WPRO) for fixed assets (tangible items such as equipment), inventory (medicines, vaccines, humanitarian supplies and publications for distribution) and Real Estate (Land and Buildings); provides support, advice and guidance to country offices on issues related to fixed asset and inventory;
• Takes timely actions on transactions related to fixed asset and inventory, including but not limited to recording, barcode assignment, tagging, transfer, revaluation, disposal, retirement, etc., as well as maintaining the corresponding electronic records;
• Processes to create, update assets and performs various transactions and generates reports in GSM;
• Issues Declaration of Receipt of Goods (DOROG) and keeps the DOROG monitoring file up to date;
• Performs annual physical verification and reconciliation of fixed assets and inventory based in the Regional Office and consults ASO for any discrepancies;
• Reviews all requests for disposal and prepares necessary documents for Property Survey Committee with full background information;
• Reviews accuracy, update, consolidates and submits Region-wide reports on fixed asset, inventory and real estate according to the requirements and schedule of the Headquarters;
• Processes necessary insurance coverage for WHO vehicles; coordinates with Headquarters and Country Offices for insurance related claims and provides guidance and supports to Country Offices on insurance related transactions;
• Supervises the work in the team to ensure efficient and timely support is provided; verifies documents and transactions within in the team;
• Provides back-up to other staff members during their absences; and
• Performs other related duties as required.

REQUIRED QUALIFICATIONS

Education

• Essential: Equivalent to graduation from secondary school with training in office administration.

• Tags

  asset management

  office administration

  real estate

  reconciliation

  staff security

  typing

  vehicles

• Desirable: Experience
• Essential: At least five years of progressive experience in administrative duties.
• Desirable: Experience in management of fixed asset and inventory is desirable. Supervisory experience is an advantage.

Skills

Thorough knowledge of office procedures and ability to acquire knowledge, understand and apply WHO policies, rules and regulations;

Results oriented, good interpersonal and communication skills;

Ability to act with tact, diplomacy, good judgement, discretion and respect for confidentiality;

Ability to analyse and interpret source documentation and data;

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

Typing skill and ability to take dictation at required speed.

Ability to discern routine from non-routine.

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

Moving forward in a changing environment

Creating an empowering and motivating environment

Use of Language Skills

• Essential: Expert knowledge of English.
• Desirable: 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 590,623 (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.
• 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.
• WHO is committed to workforce diversity.
• WHO’s workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.