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

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 cultural 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 supervision of the Executive Associate (Human Resources) and Regional HR Manager and in coordination with the HRM-Subunit staff, the incumbent will perform the following duties:

Office support

• Screen and distribute incoming correspondence, attaching background information or related file and forwarding to staff concerned, highlighting issues requiring attention;
• Draft replies to general and administrative matters; type technical reports and documents, tabular materials, etc., ensuring conformity with WHO standards; assist in preparing presentations; follow-up on deadlines to ensure timely response.
• Assists in searching, compiling and maintaining information/background material in order to prepare briefs/reports for meetings/submission to senior management/Apex bodies etc., coordinating with staff in HRM sub-units.
• Maintain filing systems and ensure easy accessibility and retrieval of records.
• Initiate requisitions for services/goods procurement and record receipt of deliverables.

Meetings/Duty travel

• Support the organization of meetings, workshops, seminars, 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 requested.

Other duties

• Receive visitors and telephone calls, answering queries and\\or redirecting them to appropriate staff providing background information on purpose of appointment; maintain calendars.
• Schedule unit meetings and perform other related duties as required or instructed, including providing support to other HRM subunits.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school. 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, other international organization or a UN Agency 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:Excellent 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 683,403 (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.