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

To provide technical and operational support to national authorities in the areas of national and international training and education programmes, including fellowships; to monitor and evaluate relevance and effectiveness of Human Resource for Heatlh (HRH) development activities; and to coordinate the programme activities with other UN agencies, international and national organizations, and different departments and programmes within the Organization; to develop appropriate human resources for health through strengthening of fellowship

DESCRIPTION OF DUTIES

Under the direct supervision of the Regional Adviser, Human Resources for Health (HRH), and broad guidance of the Director, Health Systems Development (HSD), the incumbent provides office support for the smooth running of the programme/unit in the following areas:

Office management-

1. 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.

2. 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.

3. Provide guidance to other staff on office procedures and WHO standardsProgramme support.

4. 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.

5. 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.

6. Initiate requisitions for goods procurement and record receipt of deliverablesMeeting Administration/Duty Travel.

7. 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.

8. Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting.

9. 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.

10. Schedule unit meetings and prepare minutesOther Duties--> Handle visitors and telephone calls and take action as appropriate, providing background information for appointments.

11. 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

1. 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.

2. Ability to draft standard correspondence;

3. Ability to handle work in a timely and accurate manner with tact and discretion, as required.

4. 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

1. Teamwork 2. Communication 3. Respecting and promoting individual and cultural differences 4. Knowing and managing yourself 5. 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 784,918 (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.

• Please note applications should be submitted through WHO's online recruitment portal. Please visit www.who.int/careers to complete an online profile and to apply to this vacancy.

• A written test may be used as a form of screening.

• The written test for shortlisted candidates will tentatively be held between 12 to 23 July 2021. Candidates are advised to make themselves available during that period.

• 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.

• Staff members in other duty stations are encouraged to apply.

• For information on WHO's operations please visit: http://www.who.int.

• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• 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.