Executive Assistant
Provide executive support to the management of health emergencies.
This opening expired 3 years ago.
Do not try to apply for this job.
Overview
Provide executive support to the management of health emergencies.
You have:
- Completion of secondary school education.
- At least five (5) years' experience in secretarial/clerk/administrative work
- Thorough knowledge of modern office procedures and practices.
- Expert knowledge of English.
- Training in secretarial practices is desirable.
- Experience in WHO or in another UN/International organization would be an advantage.
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 mission of WHO's Health Emergencies Programme is to build the capacity of Member States in South-East Asia Region to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.
DESCRIPTION OF DUTIES
Under the direct supervision of Programme Management Officer and guidance of Regional Emergency Director, the incumbent performs the following duties:
1. Receive, screen and log incoming correspondences, reports, documents, etc. and to route to Supervisor with full background information, maintain follow up system on responses and deadlines;
2. Take notes and prepare non-technical and technical correspondence, reports, etc., general correspondence (not involving policy on technical knowledge) on brief instructions or own initiative; type statements, reports, studies, statistical tables, etc., ensuring grammatical accuracy, spelling, format and conformity with procedural directives;
3. Arrange appointments/meetings and maintain Supervisor's calendar, receive visitors, screen telephone calls, respond to requests for information and queries with discretion; take notes at meetings and prepare minutes;
4. Open, organize, maintain policy, confidential and general files and reference system;maintain the WHO Manual, SEAR handbook, Address list and other reference documents;
5. Make searches, compile and maintain information/documentation relevant to the programme for preparation of reports and documents;
6. Assist in the monitoring of projects' implementation, work plans and procurements for the unit in GSM - providing support as a back-up of the monitoring assistant in his/her absence;
7. Update unit's and department's websites regularly and maintain and update internal databases;
8. Initiate, through GSM procurement module, contracts for Consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services (GES) requests. Monitor and record receipt of deliverables, and initiate and monitor payments as needed. Initiate, through GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables, including offline processes and their approval;
9. Arrange and coordinate administrative preparation for meetings, seminars, workshops,including: preparing event plans in GSM/Oracle, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants and others involved;
10. Using GSM, prepare travel requests for official WHO travel. Make flight and hotel reservations,UNDSS security clearance, prepare travel files and deal with other related matters as requested or on own initiative.
11. Maintain and update a roster of experts having a database of CVs of candidates and experts,and initiate processes relating to recruitment of personnel;
12. Perform other related duties as assigned, including replacing and backstopping for others as required within WHE
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.
Potential interview questions
| Can you describe an experience where you managed multiple tasks simultaneously? | The interviewer wants to assess your time management and multitasking abilities. | Provide a specific situation where you successfully handled several responsibilities at once and how you prioritized tasks. |
| How do you ensure confidentiality in your work? | This question gauges your understanding of the importance of confidentiality, especially in a health emergency context. | Pro members can see the explanation. |
| Describe a challenging work situation and how you overcame it. | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you stay updated with changes in office procedures and technology? | Pro members can see the explanation. | Pro members can see the explanation. |
| Give an example of how you have effectively communicated a complex idea to a colleague. | Pro members can see the explanation. | Pro members can see the explanation. |
Added 3 years ago
-
Updated 1 year ago
-
Source:
who.int
