Roster of Administrative Assistants (AAs) – South Region

Contract

This is a No grade contract. More about No grade contracts.

Overview of the programme

WHO India Country Office collaborates with the Government of India and relevant stakeholders within the framework of the collaborative Country Cooperation Strategy (CCS), to actively support the development and implementation of national health policies, strategies and plans aiming at promoting access to and utilization of affordable and quality health services and improving financial protection against health-related risks.

WHO Country Office for India is supporting the Ministry of Health & Family Welfare to strengthen the existing health systems to cater to the growing needs of mental health and substance abuse.

Underlying Values and Core Functions of WHO

WHO’s mandate revolves around six (6) leadership priorities specifying (i) advancing universal health coverage (ii) health related sustainable development goals (iii) addressing the challenge of non-communicable diseases and mental health, violence and injuries and disabilities (iv) implementing the provisions of the International Health Regulations (2005) (v) increasing access to quality, safe, efficacious and affordable medical products (vi) addressing the social, economic and environmental determinants of health.

The South – East Asia Region (SEAR) of WHO is made up of 11 countries, with over 1.8 billion people, with India’s population of 1.3 billion. All the Member States of WHO/SEAR (Bangladesh, Bhutan, Democratic People's Republic of Korea, India, Indonesia, Maldives, Myanmar, Nepal, Sri Lanka, Thailand and Timor-Leste), share the common value of the highest attainable standard of health as a fundamental human right. All of WHO actions are based on this and rooted in the underlying values of equity, solidarity and participation.

Mission of the WHO Country Office for India

The mission of WHO India is to improve quality of life people in India by supporting the government in prevention and control of mental health and substance use disorders, preventing suicides, and promoting mental health, preparing, and responding to mental health and psychosocial issues during health emergencies and strengthening health systems for UHC.

Description of Duties:

Under the direct supervision of the Sub Regional Team Leader (SRTL) / Officer on Special Duty (OSD) / Officer on Special Assignment (OSA) / Surveillance Medical Officer and Regional Administration and Finance Officer (RAFO) (as the case may be), and under the managerial supervision of RAFO/ Regional Team Leader (RTL) (as the case may be), the incumbent will be responsible for discharge of her/his responsibilities as outlined below. This will be in compliance with project guidelines in the assigned district/states with a view to achieve the expected results set out in the relevant WCO-lndia biennial work plans and in accordance with WHO's Country Cooperation Strategy with India. In the context of WCO India's transition from Polio to Public Health, the set of roles and responsibilities will apply not only to Polio eradication and end game activities but will also cover support to routine immunization, Measles and Rubella Elimination, new vaccines introduction and Vaccine Preventable Disease Surveillance.

A. Finance and Administration:

• Provide administrative assistance to the supervisor in the management of the program;
• Maintain and update accounts, vouchers, cash book and assist in preparation of necessary reports; Perform bank reconciliation in a timely manner and immediately report discrepancies (if any) to the supervisor;
• Ensure safe custody of all A&F documents and books of accounts;
• Coordinate incoming/outgoing correspondence; and data, travel and general logistics arrangements for training/workshop;
• Process timely payment to vendors as per the established procedures;
• Prepare and monitor the monthly budget to ensure judicious usage of fund;
• Regularly update inventory records of office equipment, assets and other WHO property as per established procedures and ensure safety & security of office equipment & premise Support and facilitate the important process of Handing Over - Taking Over whenever there is a change in the medical officer of the field office.

B. Direct Support to Technical Functions:

• Coordinate and provide support to supervisor during supplementary immunization activities for polio and measles, routine immunization, and any other activities being undertaken by SMO;
• Maintain and update district wise database of reporting network/health facilities for all surveillance, immunization, and related activities;
• Maintain records for disease surveillance, immunization activities and activities related to new vaccine introduction;
• Follow up on collection of data, it's entry into relevant databases, analyzing data as required, assist in mapping & preparing reports, collect and report all case details in Case Investigation Form (CIF) and in SIMS or any other software mandated by WCO-India;
• Coordinate with Labs, district/state officials on receiving & storing samples and tracking their shipment;
• Assist SMO in monitoring planning and implementation of supplementary immunization activities for measles polio and any other vaccine preventable disease.

C. State Level: (in addition to above)

• Coordinate with field units for consolidation of Weekly reports, follow-up on updating weekly data in SIMS, daily feedback and data during NID/SIA rounds;
• Assistance to supervisor for preparation of State level spot maps, reports and training materials, and in maintaining cordial relationship with govt. officials.
• Undertake any other tasks/duties as assigned by supervisor(s).

QUALIFICATIONS REQUIRED

Education:

Essential: Completion of secondary school education or equivalent.

Desirable: University degree preferably in Commerce.

WHO only considers higher educational qualifications obtained from accredited institutions. The list can be accessed through this link: http://www.whed.net/

Experience:

Essential: At least two (2) years' relevant experience in administrative support function in a government department/public sector undertaking, in a multinational corporation, reputed private organizations or NGOs.

Desirable: Experience of working in other international organizations or UN Agency in the preferred Duty Station (State) would be an added advantage.

Competencies:

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Knowing and managing yourself

Functional Skills and Knowledge:

• Database management skills
• Ability to prepare routine administrative paperwork
• Clerical, word processing, and/or office skills

Remuneration

Monthly remuneration will range from INR 42,487 – 49,295 taxable as per Indian laws and the appointment will be through Special Services Agreement (SSA) extendable subject to satisfactory performance and continuing need for the function. S/he could be posted anywhere in India as per the project needs.

The Administrative Assistant is a national of the country (India) in which he/she is to serve, is recruited locally and is not subject to assignment to any official station outside the home country. Only Indian Nationals should apply. This Vacancy Notice will be used to fill vacancies in Chennai (Tamil-Nadu), Tirunelveli (Tamil-Nadu), Hyderabad (Telangana), Gulbarga (Karnataka), Bijapur (Karnataka).

Additional Information:

• This Vacancy Notice may be used to fill similar positions at the same level.
• Only candidates under serious consideration will be contacted.
• A written test and interviews may be used as a form of screening.
• If your candidature is retained for 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.
• 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 workforce 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 workforce. 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 [email protected]
• 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 (https://www.who.int/about/who-we-are/our-values) 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 short-listed candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
• In case the recruitment website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click the link for detailed guidance on completing job applications: Instructions for candidates .
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• Any extension of appointment would be subject to programmatic requirements, performance of the incumbent and availability of funds.
• Qualified female candidates are encouraged to apply.