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 Programme Planning Coordination (PPC) unit under the Director, Programme Management of WHO Regional Office for South-East Asia Region has the following objectives :Under the areas of WHO policy, programme development and management (PPDM), the PPC unit is responsible to collaborate with all concerned from WHOHQ,Regional Office and Country Offices and Member States for improvement of the process and capacity in policy and programme development and management, strategic planning, programme budgeting , Operational planning including workplan preparation, monitoring and reporting, programme assessments and related information systems .Support the organization of Sub-Committee on Policy and Programme Development and Management (SPPDM) and supporting work of the Government - WHO Country Coordination mechanisms for planning and managing the WHO Collaborative programmes.Financial and Technical monitoring of the workplans and collaborative work of the Region.Organizing Independent evaluations of the impact and the effectiveness of WHO programmes in its Member States.

DESCRIPTION OF DUTIES

Under the direct supervision of Programme Operations Officer (POO) and general guidance of the Coordinator, Programme Planning, Monitoring & Evaluation, the incumbent provides office support and planning, monitoring, reporting and administrative assistance 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
• Coordination and maintenance of the Planning and Programme Management network calendar.
• Create and/or maintain electronic 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
• Provide administrative support including logistic arrangements for missions in countries, coordinate and maintain a repository of the current and previous documents and provide information to PMO/PLN on a regular basis.
• Provide administrative support in the conduct of evaluations, including initiation of evaluation proposal, convening of the technical working group, facilitate in Request for Proposals, coordination with technical and supplies unit, facilitating CRC if necessary, compiling the data received and presenting to the supervisor for analysis
• 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
• Administrative support in the development of and reporting on the Key Performance Indicators for the Programme Areas, as well as priority Flagship areas, follow-up with technical units, coordinate meetings with technical units and finalization of KPIs, including update of related information systems.
• Coordinate and assist SEAR the PPC team on timely technical monitoring and submission of inputs for Mid-term review and Programme Budget Performance Assistant on GSM and reporting in the VFM PB Tool.
• Administrative support in conducting the ad hoc, mid-term and end-of-biennium Programme Budget Performance Assessment and coordinate and assist in the follow-up with units, departments and country offices, ensuring finalization of reports in prescribed formats and adherence to deadlines.

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 in case of absences or emergencies.

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/ administrative / programme assistance 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 935,497 (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.

• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• 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.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion)are strongly encouraged to apply for WHO jobs.

• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int

• An impeccable record for integrity and professional ethical standards is essential. 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.

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

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

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