Team Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

OBJECTIVES OF THE PROGRAMME

To advise the Administration on all medical matters relating to WHO staff in the Region, particularly medical adjudication, occupational health issues, preventive health care and health promotion and education. To promote proactive occupational health policies and best practices and procedures in the medical services in conjunction with Administration and in collaboration with SHW/HQ and UN Medical Directors Working group with the objective of optimizing the health and well-being of WHO staff in the South-East Asia Region. The Regional Medical Services will provide clinical services including medical consultations and emergency medical care during office hours.

DESCRIPTION OF DUTIES

Under the direct supervision of the Regional Staff Physician (RSP) and in close interaction and coordination with Clinical Nurse, the incumbent performs the following duties:

Office support

• Receive, screen and distribute incoming correspondence, attaching necessary background information/ documentation or related file and forwarding to staff concerned, highlighting issues requiring attention.
• Prepare correspondence for RSP's signature, checking enclosures and addresses.
• Type a variety of material from draft, printed text and reports including preparation of appropriate medical clearance requisition forms concerning entry/periodic/exit medical examination of staff member and SSAs in the region.
• Assist in preparing power-point slides for various presentations as per requirement of RSP and Nurse. Draft replies for general, administrative and medico-administrative matters. Follow-up on deadlines to ensure timely response.
• Maintain administrative, medico-administrative filing systems and ensure easy accessibility and retrieval of records.
• Update database (web based application) relating to medical clearance status and validity of staff members and SSAs.
• Assist the nurse in preparing and maintaining all types statistics required for day to day operations of medical services and during emergencies, as required by the supervisor.
• Assist nurse in all communications to country-offices including medical clearances and other medico - administrative matters.
• Provide support for general coordination for operational aspects of Yoga, Fitness Centre and Aerobic/Zumba classes.

Unit support

• Prepare contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed.
• Initiate requisitions for goods procurement and record receipt of deliverables.

Meetings/Duty travel

• Support the organization of meetings, workshops, staff health promotional activities etc. including typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.
• Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and other related matters as required for RSP and nurse.

Other duties

• Assist the nurse in arranging appointment for RSP, receive visitors, attend telephone calls and respond to routine requests for general information.
• Arrange appropriate transport to health care facility during medical emergencies in the work place.
• Arrange transport to pre-identified labs, radiological centre and Ob-gyn clinic for periodic/entry medical examination investigations.
• Perform other duties as required or instructed by RSP, including provision of 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 three (3) 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. Expert knowledge of Local Language(Hindi).

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 608,064 (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.

• 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.