Executive Assistant
Provide effective secretarial support to the Director of Programme Management.
This opening expired 4 years ago.
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Overview
Provide effective secretarial support to the Director of Programme Management.
You have:
- Completion of Secondary school education
- At least 5 years of experience in Secretarial/Clerical posts
- Expert knowledge of English
- Thorough knowledge of modern office practices and operations
- Ability to draft standard correspondence and summaries of meetings
Contract
This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.
OBJECTIVES OF THE PROGRAMME
The Office of Director, Programme Management, is responsible for providing quality support on all matters relating to WHO Regional Policies and strategies, and technical, managerial and administrative support in their formulation, implementation and management.
DESCRIPTION OF DUTIES
Under the direct supervision of Programme Operations Officer and broad guidance of Director, Programme Management (DPM), the incumbent will provide effective secretarial support to the DPM Office, and will perform following duties:
- Arrange appointments/meetings and maintain DPM's calendar, receive visitors, screen telephone calls, respond to requests for information and queries with discretion; take notes at meetings and prepare minutes.
- Make travel arrangements for supervisors.
- Take notes and transcribe non-technical and technical correspondence, reports etc., summary record of meetings (as required); draft /prepare general correspondence (not involving policy or technical knowledge) on brief instructions or own initiative; type statements, memos, reports, studies, including statistical tables, presentations, etc., ensuring grammatical accuracy, spelling, format and conformity with procedural directives.
- Organize electronic and papers files and reference system; contact lists and other such reference documents; and make searches, compile and maintain information/documentation relevant for preparation of reports; and open,organize and maintain policy, confidential and general files and reference system.
- Provide support to organize the administrative aspects of statutory and high-level meetings, trainings and seminars.Maintain regularly account of DPM's petty cash, personal files and inventory of important visitors (calling on the DPM).
- Assist in preparing DPM's folder for various meetings, Regional Consultations and other High level meetings.
- Assist in arranging DPM's official receptions/social functions and preparation of DPM's congratulatory and other messages, including New Year greetings.
- Perform any other tasks, as may be assigned by the supervisor from time to time.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of Secondary school education
Experience
Essential: At least 5 years of experience in Secretarial/Clerical posts Desirable: Experience in WHO or in other International Organization would be an advantage.
Skills
Thorough knowledge of modern office practices and operations. 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, summary of meeting etc. 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 840,160 (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.
Potential interview questions
| Can you describe a situation where you had to manage multiple appointments for a busy executive? | This question evaluates your organizational skills and ability to prioritize tasks under pressure. | Provide a specific example, detailing how you prioritized tasks and managed time effectively. |
| How do you handle sensitive information in a workplace setting? | This assesses your understanding of confidentiality and discretion in handling information. | Pro members can see the explanation. |
| What tools have you used to stay organized and ensure efficient office operations? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 4 years ago
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Updated 1 year ago
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Source:
who.int
