Meeting Services Assistant, Manila, Philippines

Organization: World Health Organization (WHO)

Country: Philippines

City: Manila

Office: WHO WPRO Manila

Grade: G-3

Closing date: Monday, 25 July 2022

Meeting Services Assistant

( 2206306 )

Grade : G3

Contractual Arrangement : Fixed-term appointment

Contract Duration (Years, Months, Days) : 2 years

Job Posting: Jul 10, 2022, 10:00:00 PM

The Administrative Services Unit (ASU) is responsible for providing operational and administrative support to all regional staff in the areas of travel and meeting management, registry and logistics.

DESCRIPTION OF DUTIES

Under the supervision of the Assistant (Meeting Support Services), and guidance of the Administrative Services Officer, the incumbent performs the following functions:

Prepares, equips and ensures that all conference hall, galleries, meeting rooms, lounges, foyers, multifunction rooms and reception areas are operational.

Ensures that all supplies and accessories in meeting rooms are in order (with water thermos, drinking glass, paper, pens, pencils, name stands, meetings badges, TV/projectors, clicker, recorder, sound system and other audio visual devices); ensures all requests by technical units for the meeting are met.

Prepares WPRO IDs, door access, room and cubicle signs, meeting ID’s and meeting signages and ensures that the signs are up to date.

Ensures accurate timing of all office clocks (analog and digital) and facilitates its repair/replacement.

Assists in the operations of all conference and interpretation system, audio visual and electronic machines including TV/projectors, interactive projector, video switchers, broadcast equipment, production cameras, CCTV system, public address system and lighting system.

Assists in conducting tests, repairs and preventive maintenance according to schedule of the above mentioned equipment.

Assists in handling video coverage and stills, including editing and converting to different video formats.

Maintains and updates inventory records of all furniture, electrical and audio-visual devices in custody and assists in the proper disposal as necessary.

Provides back-up support to other team members during their absences.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school.

Desirable: Training in computer, electronics or electrical technology or related areas is an asset.

Experience

Essential: At least two years of progressive experience in meeting/conference arrangements, electronics, electrical and digital fields, and/or similar duties and functions.

Desirable: Work experience in WHO or in another international Organization. Experience working in a multi-cultural environment.

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.

Good typing skills 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

Producing results

Knowing and managing yourself

Use of Language Skills

Essential: Intermediate knowledge of English.

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 454,544 (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 prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter 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.

This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

Link to the organization’s job posting: https://unjobs.org/vacancies/1657559774464