Job Description

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OBJECTIVES OF THE PROGRAMME

The World Health Organization and the Governments of Malaysia, Brunei Darussalam and Singapore have been working hand-in-hand to improve the health of its people for many years. Our strong collaborative efforts through the years provides an in-depth analysis of key challenges, key strengths and takes into account the strategic objectives of the Ministries of Health while detailing how WHO will support implementation of national health development.

Given that each country has significant internal capacity, WHO\'s technical role is primarily related to providing (highly) specialized advice and capacity building especially on critical issues and selected technical issues. This has been particularly focused in areas such as the strengthening of policies and capacities to build a more resilient, sustainable and responsive health system for assessing, preventing, managing, mitigating and monitoring health risks and chronic conditions that moves even further towards universal health coverage.

DESCRIPTION OF DUTIES

Under the supervision of the Executive Associate and overall guidance of the Head of WHO Country Office, the incumbent is responsible to support the implementation of operational strategies focusing on achievement of the following tasks and duties: * Supports the Executive Associate and Programme Officer in the administration of requests for service procurements such as direct financial corporations, short term consultants (STCs), letters of agreement, agreement for performance of work, technical service agreements, general external services, etc.;

• Assists the Executive Associate in the goods procurement for Ministries of Health and other implementing partners as well as the procurement of WR\'s office supplies and equipment;
• Supports and facilitates the preparation of procurement processes including preparation of adjudication report, request for quotations, request for proposal, invitations to bid and receipts of quotations, bids and preliminary evaluation ensuring cost-efficiency;
• Prepare purchase orders and contracts upon receipt of approved requisitions, ensuring accuracy and completeness of the information, in accordance with procurement and financial rules and regulations; undertake timely corrective actions for purchase orders with budget check errors and other problems;
• In collaboration with the Executive Associate and Programme Assistants to support verification of documents to ensure documents comply with WHO auditing procedures and WHO\'s Fraud Prevention Policy;
• Follow up with suppliers for timely delivery of goods and coordinate with the requesting unit to prepare for receipt and inspection of goods;
• Provide support to all required administrative clearances, shipping, customs clearance and clearance from other relevant government organizations such as the Ministries of Health, Customs, National Pharmaceutical Regulatory Agencies, Medical Device Authorities, etc.;
• Assists the Executive Associate to facilitate the recruitment for staff and non-staff (STCs, technical advisors, special service agreements, interns and volunteers) requirements of the Country Office;
• Collects information from periodic and ad-hoc reports from implementing partners, consultants and other staff required for submission on programme and project activities;
• Register, record, compile, file, archive, maintain data and initiate procurement activities in full compliance with WHO rules, regulations, policies and strategies;
• Organizes and maintains an effective filing system for project files with an appropriate system for follow-up on responses and deadlines;
• Develop and maintain a roster of local suppliers for commonly procured goods and services;
• Screens and drafts correspondence on routine matters on own initiative or from brief instructions, take notes at meetings as basis for minutes and assists in providing interpretation, as and when required;
• Occasionally replaces secretarial staff during their absence as coordinated by the Executive Associate; and
• Performs other related duties as required

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education with thorough training in secretarial and clerical duties.
Desirable: Formal or self-training in the use of standard office software and/or training in Oracle-based or other ERP systems

Experience

Essential: Five years\' experience in secretarial/administrative posts.
Desirable: Similar experience in WHO or in another international organization would be an advantage.

Skills

• Thorough knowledge of general office work and procedure, including the ability to acquire quickly the knowledge of WHO procedures, rules and regulations.
• Excellent organizational, communication and interpersonal skills.
• Ability to act with tact, diplomacy, discretion and respect for confidentiality.
• Good typing and computer skills and ability to adapt to various software applications i.e. excel, powerpoint, etc.
• 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
Knowing and managing yourself
Producing results

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Bahasa Melayu.

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 RMB 54,648 (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:

. 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:

• 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 (

)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

• 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

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 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.

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

World Health Organization