Executive Assistant (Programme)

OBJECTIVES OF THE PROGRAMME

To provide administration support services for the entire assigned Technical Unit operations of office and programme support both offline and online in GSM in response to the programme requirements of WHO collaborative programmes and Country Office operation.

DESCRIPTION OF DUTIES

Under the direct supervision of Administrative Officer, and broad guidance of the WHO Representative to Indonesia, the incumbent provides office and secretarial support as follows:

Office support

1. Screen and distribute incoming correspondence, attaching background information or related file and forwarding to staff concerned, highlighting issues requiring attention; draft replies to general and administrative matters; type technical reports and documents, tabular materials, etc., ensuring conformity with WHO standards; assist in preparing presentations; follow-up on deadlines to ensure timely response.

2. Obtain documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance.

3. Maintain filing systems and ensure easy accessibility and retrieval of records.

Programme support

4. Prepare contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed.

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

Meetings/Duty travel

6. Support the organization of meetings, workshops, seminars, etc,, including typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.

7. Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and other related matters as requested.

Other duties

8. Receive visitors and telephone calls, answering queries andor redirecting them to appropriate staff providing background information on purpose of appointment.

9. Replace Executive Assistant during absences (if applicable); perform other related duties as required or instructed, including provision of support to other areas of work.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education.
Desirable: Training in secretarial practices and any other relevant training on administration, finance, procurement highly desirable. University degree is an asset.

Experience

Essential: At least five (5) years of 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
• Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Bahasa Indonesia.

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 IDR 214,519,000 (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.

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

• WHO is committed to workforce diversity.

• 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.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.