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Administrative Assistant

New Delhi

OBJECTIVES OF THE PROGRAMME : To provide administrative assistance to Travel & Transport unit in travel related matters. Description of duties: Under the direct supervision of Executive Associate (Travel & Transport), the incumbent carries out the following duties:1. Make travel arrangements for WHO officials, maintain registers and arrange vehicle/drivers for airport and other duties and arrange vehicles for officials;2. Prepare detailed requirement of each meeting and liaise with concerned unit for further actions, including arranging WHO vehicles/taxis for participants of Group Educational Activities (GEAs)/meetings;3. Maintain records of official WHO vehicles and ensure proper preventive maintenance service intervals are adhered to;4. Review details of drivers overtime vis-a-vis security gate log book of official cars;5. Conduct regular ocular inspection of all WHO vehicles;6. Prepare caretaker duties schedule, and prepare their night allowance details;7. Type letters and correspondence ensuring conformity with WHO standards;8. Handle all pre-check in arrangements of the Regional Director and important visitors, e.g. reserving VIP Lounges, etc;9. Prepare comparative statements of quotations on shipments of household goods for Administrative Services Officer's (ASO) approval;10. Provide assistance in reviewing Travel Requests and Travel claims as required;11. Prepare new files and ensure routine filing of papers relating to Travel & Transport Unit;12. In the absence of Executive Associate (Travel & Transport) or Team/Administrative Assistant (Travel), attend to urgent travel-related matters;13. Assist Executive Associate in processing requests for arranging meeting outside the Regional Office, including identifying venues, inviting bids, preparing comparative tables, etc, for selection of meeting venues and hotel accommodations;14. Perform other duties as assigned by the supervisor. REQUIRED QUALIFICATIONS Education:Essential: Completion of Secondary school educationDesirable: Training in logistics and secretarial work.WHO only considers higher educational qualifications obtained from an accredited institution (please refer to Skills: Functional Skills & Knowledge:* Knowledge of WHO rules and regulations and policies and procedures;* Knowledge of Modern office procedures and practices;* Ability to draft correspondence;* Tact and integrity in dealing with service providers.Competencies:1. Teamwork 2. Respecting and promoting individual and cultural difference 3. Communication4. Producing ResultsOther Skills:IT skills - Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook etc.) and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable. Experience: Essential: Three to four years clerical/administrative experienceDesirable: Relevant experience in WHO/UN/ international organization or in a large office environment, handling travel arrangements and invoicing. Languages: Excellent knowledge of written and spoken English and Hindi Additional Information: NOTE: In addition to position-specific test, external candidates will be required to qualify mandatory tests in English language and computer skills.A written test, using computer, will be held for the short-listed applicants. The performance in written test will decide applicant's eligibility to appear in the interview.The written test for shortlisted candidates will tentatively be held during the week starting 12 - 30 October 2015. Candidates are advised to make themselves available during that week.External candidates will be contacted only if under serious consideration;This position is subject to local recruitment and will be filled only by a national of India, willing to relocate within commutable distance.Other benefits include: 30 days annual leave, child allowance, pension plan and medical insurance.Please visit the following websites for detailed information on working with WHO: - To learn more about WHO's operations - Click on: Quick Links > Salary Scales > by date This vacancy notice may be used to fill other similar positions at the same grade level. A written test and interviews may be used as a form of screening Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: The system provides instructions for online application procedures. All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. WHO is committed to workforce diversity. Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted. Currently accepting applications
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
  • Organization: WHO - World Health Organization
  • Location: New Delhi
  • Grade: GS-4, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2015-09-18

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