Executive Assistant

OBJECTIVES OF THE PROGRAMME

The Administrative Services Unit (ASU) provides collaborative, client-focused, quality and results-oriented administrative services to all staff primarily in the Regional Office (RO), but also in the eleven country offices within the South-East Asia Region. The aim is to provide efficient and reliable delivery of comprehensive services in the area of security, building & office services, asset management & supplies, records & archives, travel & transportation, conference & logistics to staff in order to enable them to carry out their mandate at ease.

DESCRIPTION OF DUTIES

Under the direct supervision of the Executive Associate and overall supervision of the Administrative Officer, the incumbent will perform the following duties:

1. Responsible for maintaining accurate data entry in Global Management System (GSM) for all WHO-SEARO assets - Fixed Asset Register (FAR) for assets and Global Inventory Management System (GIMS) for inventories.

2. Arrange receipts and issuance of all fixed assets and appropriately update records in FAR and GIMS.

3. Ensure the efficient and safe operations of all storage facilities for supplies, medicines, emergency stockpiles and IT equipment, in accordance with established standards operating procedures (SOPs) and manuals.

4. Verify and process all invoices against goods procurement and perform related communication for final settlement.

5. Ensure proper recording of all expendable and non-expendable items in GSM and stock management system (SMS), assign barcode numbers to all assets and maintain inventory records.

6. Undertake periodic physical verification of all fixed assets in SEARO and support and guide WHO country offices for the same exercise.

7. Assist in the regular analysis and verification of stock consumption and balance quantities, and identify items to be reordered to ensure proper office functioning.

8. Monitor receipt of all purchased supplies and office equipment, etc and check its quantity and quality against Purchase Orders. Report to the supervisor when a consignment/fixed asset is received damaged or in such cases where goods supplied are at variance with purchase order details.

9. Arrange issuance of stationery and miscellaneous items to the technical and administrative units in SEARO against appropriate requisitions, and complete costing of the items issues for meetings. Also, arrange issuance and maintenance of uniforms to eligible staff/contractors and maintain a proper account of items for laundry.

10. Ensure the proper process of transfer of funds to common services through e-expenditure batches against the issuance of stationery and other miscellaneous items in SEARO and WHO country offices.

11. Perform any other duties, as assigned by supervisors.

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 management of inventories, administrative work or handling stores, fixed asset management and related field in an organization is desirable.

Skills

- Must be able to classify any material received for storage to maintain records and to check supply requests.- Must be methodical in maintaining records.- Should be familiar with stores keeping techniques and logistics.

WHO Competencies

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

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Hindi.

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.