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Executive Assistant

New Delhi (India)

  • Organization: WHO - World Health Organization
  • Location: New Delhi (India)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
    • Malaria, Tuberculosis and other infectious diseases
  • Closing Date: 2020-09-24

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OBJECTIVES OF THE PROGRAMME

The mission of WHE is to build the capacity of Member States of the South East Asia Region, to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.The Health Emergency Information & Risk Assessment (HIM) area of WHE is responsible for providing timely and authoritative situation analysis, risk assessment and response monitoring available for all major health threats, events and emergencies.This includes detecting, verifying and assessing the risk of potential and ongoing health emergencies; establishing data collection mechanisms and monitoring ongoing health emergency operations; providing data management,analytics and reporting platform to produce and disseminate timely emergency health information products.

DESCRIPTION OF DUTIES

Under the direct supervision and guidance of Programme Area Manager, HIM, the incumbent performs the following:

Office management

1. Review incoming correspondence and ensurer outing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters;ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines

2. Create and/or maintain filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information search as required

3. Provide guidance to other staff on office procedures and WHO standards

Programme support

4. Provide support in the monitoring implementation of the work plan, including timely information on budget ceiling/award budgets, monitor income and expenditure and funds available;follow up on financial/budgetary issues and ensure timely processing of committal documents; assist in the preparation of financial and technical progress reports to donors.

5. Prepare contracts for consultants, Agreement for Performance (APW), Technical Services Agreements (TSA) and General External Services requests (GES); record receipt of deliverables and initiate and monitor payment

6. Initiate requisitions for goods procurement and record receipt of deliverables

7. Maintain and update a roster of experts having a database of CVs of candidates and experts, and initiate processes relating to recruitment of personnel.

Meeting Administration/Duty Travel

8. Coordinate administrative preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations.

9. Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting

10. Prepare travel requests for official travel,make flight and hotel reservations, prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues

11. Schedule unit meetings and prepare minutes

Other Duties

12. Handle visitors and telephone calls and take action as appropriate, providing background information for appointments

13. Perform other related duties as required or instructed, including providing support to other areas of work within WHE.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of Secondary school education
Desirable: Training in secretarial practices. University degree is an asset.

Experience

Essential: Atleast five (5) years' experience in secretarial/clerical/administrative work
Desirable: Experience in WHO or in another UN/International organization would be an advantage.

Skills

Thorough knowledge of modern office procedures and practices. The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure,in the department, and WHO.Ability to draft standard correspondence;Ability to handle work in a timely and accurate manner with tact and discretion, as required. Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training

WHO Competencies

  • Teamwork
  • Respecting and promoting individual and cultural differences
  • Communication
  • Producing results
  • Knowing and managing yourself

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 784,918 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

  • LATE APPLICATIONS WILL NOT BE ACCEPTED
  • 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.
  • Please note applications should be submitted through WHO's online recruitment portal. Please visit www.who.int/careers to complete an online profile and to apply to this vacancy.
  • The written test for shortlisted candidates will tentatively be held during the week starting from 5 October 2020. Candidates are advised to make themselves available during that period.
  • 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.
  • Staff members in other duty stations are encouraged to apply.
  • WHO is committed to workforce diversity.
  • 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.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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.
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