Executive Assistant

OBJECTIVES OF THE PROGRAMME

The objective of ICT is to connect and empower people through Technology to Sutsain , Accelerate and Innovate the flagship priorities of SEARO and the global strategies goals (Three Billion Targets) of WHO.

DESCRIPTION OF DUTIES

Under the direct supervision of Information and Communications Technology Manager and broad guidance of the Director Administration and Finance, the incumbent provides support in the following areas:

• Act as leave administrator for the ICT Unit to monitor leave records, remind staff members to confirm leaves, enter absences on behalf of staff members who are unable to enter their leaves, verify that all leaves are confirmed at the end of year, raise cases of irregularities with the supervisor and liaise with GSC, as required, for resolution of the same.
• Coordinate logistical and travel arrangements including obtaining administrative approvals and issuance of Travel Request (TRs) for ICT Unit staff and official visitors.
• Assist in management and preparation of maintenance contracts for IT services and equipment, Agreements for Performance of Work for various projects; carry-out receipts in GSM against POs, process contractual payments and follow-up on pending payments with GSC, required tax exemption certificates etc.
• Maintain computerized calendar of main appointments and events in ICT Unit and respond to routine requests for information from internal units and external entities.
• Assist unit team leads to collect the data on the progress and achievements of their respective activities and enter technical progress of ICT activities in GSM on regular basis in order to have up-to-date information on the progress status of ICT activities.
• To check all obligating documents, entering relevant information available from GSM or other on-line systems, ensuring the availability of funds, updating files, and transferring funds as instructed or as delegated.
• To screen and review various contractual materials, issuing PTAEO numbers, verifying and clearing payment requests.
• To keep track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract.
• To follow-up on programme implementation, drawing the attention of the supervisor or other senior staff to problems, inconsistencies and delays.
• To draft correspondence on own initiative or on the basis of instructions; to finalize correspondence/reports for signature; to analyze incoming correspondence and requests, researching, obtaining and attaching background information when required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned.
• To perform other related duties as required or instructed, including providing support to other areas of work as assigned.

REQUIRED QUALIFICATIONS

Education

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

Experience

Essential: At least 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

Other skills (eg IT): 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.

WHO Competencies

• Communication
• Respecting and promoting individual and cultural differences
• Teamwork
• Producing results
• Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.
Desirable:

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

• 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.

• Staff members in other duty stations are encouraged to apply.

• For information on WHO's operations please visit: http://www.who.int.

• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• 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.