Administrative Associate

Job Description

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.

Use of Language Skills