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Executive Assistant (Budget & Finance)

New Delhi

  • Organization: WHO - World Health Organization
  • Location: New Delhi
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date: Closed

OBJECTIVES OF THE PROGRAMME

To provide accounting policy guidance and income/ awards and budgetary management and support across the SEA Region. Ensure effective financial controls exist and are properly managed. Ensure income is managed appropriately for all sources of funding and advice budget centres on all aspects of income and awards management. Monitor the general ledger and sub ledgers and take action where necessary to correct errors. Coordinate the monthly and annual financial closure processes at country and regional level.

DESCRIPTION OF DUTIES

Under the overall guidance of the Budget and Finance Officer and direct supervision of National Professional Officer (Budget), the incumbent performs a variety of moderately specilised tasks to support budgetary functions, more specifically related to award management, HR Plan management and financial management Reporting such as:

  • Review and maintain information in the data base on GSM HR work plans, analyse the financial impact of programme changes on the HR plan; Prepare related expenditure batches. Assist with calculation of standard costs.
  • Review and process eExpenditure Batches received in GSM as “Admin Approver” in line with Standard Operating Procedure on eExpenditure Batches.
  • Raise funding requests and Award Budget for HR positions to ensure that HR positions are duly funded to avoid Oracle Labor Distribution (OLD) errors. Review and update task and award mapping in GSM, resolve discrepancies pointed out by ACT/HQ during the monthly payroll OLD run.
  • Advise status of funds availability for contract extension, position establishment and identify savings/shortfall.
  • Carry out budget analysis to establish savings/shortfalls under HR positions.
  • Carry out various tasks related to award management like award distribution, work plan funding, award budget, review of Award Activation Request (AAR)/Award Distribution Request (ADR)/Award Amendment Request (AMR), reconciliation of awards, fund check issues in GSM.
  • Communicate with Technical Units, WHO Country Offices (WCOs) and other support units on specific issues on a continuous basis.
  • Perform other duties as may be assigned by supervisor.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of Secondary School education.
Desirable: Training in computer applications with proficiency in MS Office (Excel, Word, Access, Power Point etc.)

Experience

Essential: At least 5 years experience in budget or finance related work in UN or a large comparable organization.
Desirable: Experience in a UN Organization or International Organization is an asset. Proficiency in Microsoft Excel as well as familiarity with Enterprise Resource Planning (ERP) systems, such as GSM.

Skills

  • General knowledge and understanding about WHO Financial Rules and Regulations. Manual Provisions, WHO's automated accounting system (GSM) and accounting principles.
  • Advanced knowledge of Excel spreadsheets and application of advance excel skills as applied to data generated from the GSM for conversion into user friendly reports.
  • Skills to operate commonly used software applications like Word, PowerPoint, Access etc. with ease.
  • Ability to draft standard correspondence.

WHO Competencies

  • Teamwork
  • Communication
  • Respecting and promoting individual and cultural differences
  • Producing results

Use of Language Skills

Essential: Expert 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 INR 935,497 (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 and/or an asynchronous video assessment 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.
  • 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.
  • 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.
  • 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
  • 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 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.
  • For information on WHO's operations please visit: http://www.who.int.
  • 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.
  • Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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This vacancy is now closed.
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