Executive Assistant

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 Observatory is a collaborative partnership which brings together interested governments, international agencies, foundations, civil society and the research community. Its overarching goal is to support policy-makers to develop health systems that contribute to improved health outcomes and which are equitable, efficient, responsive and transparent. The Observatory's central objective is to support and promote evidence-based health policy-making by linking systematic and scientific analysis of health systems in the Asia Pacific Region with the decision-makers who shape policy and practice. To this end, it will provide policy-makers with comparative evidence and other information relevant to strategic policy decisions. The Observatory's research agenda is shaped by policy-makers, who provide input via the Observatory's Board and through other mechanisms. This helps to ensure that the Observatory's work is relevant and timely. Research is carried out by recognized academic institutions to ensure independent, credible and high-quality analysis. The incumbent is responsible for facilitating this synergy and translating it into a feasible, appropriate and financially sustainable programme of work.

DESCRIPTION OF DUTIES

Under the direct supervision of Director/APO, and broad guidance of Director/HSD, the incumbent provides office support for the smooth running of the programme/unit in the following areas:

Office management

• Review incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines
• Create and/or maintain filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information search as required
• Provide guidance to other staff on office procedures and WHO standards

Programme support

• Provide support in the monitoring implementation of the work plan, including timely information on budget ceiling/award budgets, monitor income and expenditure and funds available; follow up on financial/budgetary issues and ensure timely processing of committal documents; assist in the preparation of financial and technical progress reports to donors
• Prepare contracts for consultants, Agreement for Performance (APW), Technical Services Agreements (TSA) and General External Services requests (GES); record receipt of deliverables and initiate and monitor payment
• Initiate requisitions for goods procurement and record receipt of deliverables

Meeting Administration/Duty Travel

• Coordinate administrative preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations
• Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting
• Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues
• Schedule unit meetings and prepare minutes

Other Duties

• Handle visitors and telephone calls and take action as appropriate, providing background information for appointments.
• Perform other related duties as required or instructed, including providing support to other areas of work

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

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.

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 882,167 (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.