Executive Assistant (Human Resources)

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 Department of Administration and Finance is responsible for providing efficient and effective support service to all programmes and activities of the organisation in the South-East Asia Region in respect of human resources management, administration, budget and finance, procurement, conference, IT services, staff security and staff medical services.

The objective of the Human Resources Management (HRM) unit in SEARO is to recruit the best qualified personnel in a timely manner; deliver effective and efficient HR services to clients in the Regional Office and Country Offices; promote a culture of staff well-being and development; and guide staff and managers through the provision of expert advice on all human resource related matters.

DESCRIPTION OF DUTIES

Under the direct supervision of the Executive Associate (Human Resources) and general supervision of Regional HR Manager (RPO), the incumbent will perform the following duties:

1) Assist in reviewing requests received related to establishment of new positions, classification and reclassification of existing positions and abolition of positions. Prepare relevant correspondence and/or documentation with full background before presenting for the review of RPO. Monitor the status of such requests for preparation of statistics or reports as required. 2) Review ‘Consultant’ selection proposals and perform compliance check, in line with current policies and procedures, and prepare draft remarks for supervisor’s consideration. 3) Maintain, update internal databases/statistics and provide data on recruitment of all fixed-term/temporary staff in Regional Office and country offices in the Region using GSM/any other related source. 4) Compile relevant information/background and prepare draft briefs/presentations etc. required for meetings of Apex Bodies, i.e., Executive Board, World Health Assembly, RD’s annual report, and on HR matters, etc. before submission to Supervisor. 5) Provide administrative assistance in arranging training programmes for staff in the Region on HR matters such as logistics, travel arrangements for participants/supervisors, preparation of draft working documents/presentations and provide assistance at the activity venue as and where required. 6) Review selection proposals for recruitment of fixed-term GS received from all Country Offices in coordination with the supervisor for compliance to rules and procedures for further processing of approval. 7) Process requests for recruitment of temporary GS (TGS) staff in the Regional Office and facilitates recruitment of TGS in all country offices as required, ensuring completion of all applicable recruitment and appointment processes. Respond to requests for information/advice from units/WCOs, providing necessary assistance. 8) Compile CVs of candidates and experts and other documentation relating to recruitment of fixed-term and temporary staff. 9) 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. 10) Monitor and clear HR transactions in GSM related to position classification and recruitment of fixed-term/temporary GS staff. 11) Maintain office records and reference files on various matters such as policy decisions covered by the recruitment, and ensures follow-up actions, where required. 12) Any other duty as assigned by the supervisor.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school. Desirable: University degree is an asset.

Experience

Essential: At least five years of general administrative work experience. Desirable: Experience in WHO, other international organization or a UN Agency would be an advantage.

Skills

Very good knowledge of modern office procedures and practices as well as of the applicable staff regulations & rules and Manual provisions; Ability to draft standard correspondence; Ability to carry out a wide variety of tasks; Ability to use word processing equipment, knowledge of software applications an advantage.

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.

• 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.