Administrative Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

OBJECTIVES OF THE PROGRAMME

To perform basic word processor and DTP design and formatting of meetings reports and other publications of limited and internal circulation, maintain records and lists, both administrative and publications related, and perform any other administrative functions and streamline internal processes through tabulation on excel sheets and other automated record-keeping processes as instructed by the Associate Reports Officer.

DESCRIPTION OF DUTIES

1. Design/format basic meeting reports and publications of limited external circulation, prepare and print name-tags of meeting participants in the standard format, typeset and print Agendas and List of participants of meetings, all ensuring compliance/adherence to WHO practices and nomenclature, using DTP softwares and excel sheets and diligently adhering to the instructions and guidance of the Associate Reports Officer.

2. Assist in the layout and designing of working papers for the Regional Committee and other similar meetings, including printing and designing of invitation cards, and nameplates of participants for such meetings.

3. Prepare template of visiting cards for technical staff.

4. Format basic inhouse newsletters involving basic and not complex design procedures and softwares.

5. Proof-reading/comparison and checking of corrections of processed material, review of mock design to clean up errors before final production and ensure that the quality of finished products conforms to the established standards of publication processing and design.

6. Maintain archives (paper as well as electronic) of documents/publications and other published materials for easy retrieval to ensure smooth and efficient functioning of the unit.

7. Receive, screen and log incoming correspondence, reports and documents, route to Supervisor with full background information, maintain records of the same in electronic system; initiate routine correspondence to other units in SEARO and country offices when required under specific instructions from the Associate Reports Officer.

8. Performs other clerical/administrative duties and provides occasional back-up for the Executive Assistant in the unit in his/her absence and as and when required or assigned by the Associate Reports Officer

REQUIRED QUALIFICATIONS

Education

Essential: Completion of Secondary Education Desirable: University degree is an asset. Training/experience in word processor softwares used for formatting of documents would be an advantage.

Experience

Essential: At least three (3) 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. Proficiency in using desktop publishing and word formatting tools including Microsoft Office, Excel, DTP, Indesign, CorelDraw,Photoshop, etc. 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
• Knowing and managing yourself
• Producing results

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 683,403 (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.