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Senior Executive Associate, Division of Programmes for Disease Control, (G7), Fixed-Term, Manila, Philippines
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Senior Executive Associate, Division of Programmes for Disease Control, (G7), Fixed-Term, Manila, Philippines
xpatjobs | Location:Manila , Metro Manila
| Country:Philippines
| Senior Executive Associate, Division of Programmes for Disease Control, (G7), Fixed-Term, Manila, Philippines-(2406170)Grade:G7Contractual Arrangement:Fixed-term appointmentContract Duration (Years, Months, Days):2 yearsJob Posting:Closing Date:Aug 10, 2024, 5:59:00 AMPrimary Location:Philippines-ManilaOrganization:WP/DDC Division of Programmes for Disease ControlSchedule:Full-timeIMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device''s system settings.Purpose of the PositionThe incumbent serves as the principal assistant to the Director to ensure the smooth, efficient and effective operations of the administrative functions of the Directors office.The incumbent will be deployed to emergency operations when required.Job Description (Organizational context)The Directors office provides the overall leadership and coherence of the programme across the Organization. It ensures harmonized strategic planning, monitoring and evaluation of its implementation, assures the quality and timeliness of the delivery on the objectives of the programme, builds relations across the three levels of the Organization and with other technical areas of WHO, and facilitates the work of the Director in managing his/her day-to-day obligations and ensuring the quality and timeliness of related preparations and products.Duties require ongoing contacts with a broad range of staff at all levels for administrative matters and arrangement of meetings. Work also involves contacts with WHO regional and country offices to organize missions, meetings and follow-up on travel arrangements. Contacts are also with senior government officials, UN agencies, nongovernmental organizations and other counterparts to provide information and to organize meetings and teleconferences. The Senior Executive Associate reports to the Director and works under his/her supervision on the basis of general instructions, and his/her own experience and precedents. The incumbent is responsible for ensuring compliance with WHO Staff Rules and Regulations, WHO eManual, WHO Secretaries handbook, IT manuals and standard operating procedure. Work is subject to heavy demands and frequently changing needs on an ongoing and unpredictable basis, often with tight deadlines, requiring adaptation of schedules and priorities accordingly while maintaining attention to details and protocol. Work is performed independently and by taking initiative. Work is reviewed on an ad hoc basis by supervisor for meeting expectations and overall quality. Duties require ongoing contacts with a broad range of staff at all levels for administrative matters and arrangement of meetings. Work also involves contacts with WHO regional and country offices to organize missions, meetings and follow-up on travel arrangements. Contacts are also with senior government officials, UN agencies, nongovernmental organizations and other counterparts to provide information and to organize meetings and teleconferences. Summary of Assigned DutiesWithin the delegated authority, the incumbent will be responsible for the following duties:A. Support to Division DirectorPrincipal channel of correspondences:1. Screen all incoming correspondence, documents and reports.2. Identify important correspondence requiring urgent attention, ensures proper and prompt distribution and/or circulation to related units.3. Review all outgoing correspondence for accuracy of information, format, conformity with policies and quality standards.Preparation of Directors travels and meetings:1. Make travel arrangements for the supervisor, ensuring compliance with regulations and lead time.2. Collect background information and prepare briefing/meeting materials for the supervisor, including those for country visits, Regional Committee meetings, regional and country offices meetings, Executive Board (EB) and World Health Assembly (WHA).3. Working closely with the responsible officer and relevant technical focal points, coordinate appointments of the Director and organize programmes for visitors, organize periodic Division meetings, prepare agenda, documents for discussion and relevant presentations, take notes and prepare minutes and notes for the record. Follow-up on action points decided upon during core management meetings. Arrange video and teleconferences.B. Office Management1. 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. Establish and maintain the system to monitor work progress and initiate follow-up actions with concerned staff to ensure meeting the deadlines. Periodically review internal working procedures and record-keeping systems and recommend improvement as needed.2. Word process and check speeches, reports and other documents (often of confidential nature), researching background |
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Tags :
Senior
Executive
Associate,
Division
Programmes
Disease
Control,
(G7),
Fixed-Term,
Manila,
Philippines
Senior Manila , Metro Manila
Executive Manila , Metro Manila
Associate, Manila , Metro Manila
Division Manila , Metro Manila
Programmes Manila , Metro Manila
Disease Manila , Metro Manila
Control, Manila , Metro Manila
(G7), Manila , Metro Manila
Fixed-Term, Manila , Metro Manila
Manila, Manila , Metro Manila
Philippines Manila , Metro Manila
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