Executive Assistant, New Delhi, India

Organization: World Health Organization (WHO)

Country: India

City: New Delhi

Office: WHO New Delhi, India

Grade: G-5

Closing date: Tuesday, 7 September 2021

Executive Assistant

( 2103856 )

Grade : G5

Contractual Arrangement : Fixed-term appointment

Contract Duration (Years, Months, Days) : 24 months

Job Posting: Aug 18, 2021, 3:50:44 AM

To provide quality assurance of scientific, technical and advocacy information related to health; to establish mechanisms to screen and process publications in line with WHO policies; to establish styles, standards and guidelines for the preparation and production of health information materials; and to advise SEAR professional staff and Member States on the production of high-quality information materials and use of the Style Guide.

DESCRIPTION OF DUTIES

Under the direct supervision of Associate Reports Officer and general guidance of Adviser (Knowledge Management), the incumbent provides office support and planning, monitoring, reporting and administrative assistance for the smooth running of the unit in the following areas: Office management

Receive, record and circulate in accordance with specific guidelines, assignment/meeting and other reports, publications, circulars, messages/speeches as they arrive from Technical Units or as they are edited by Associate Reports Officer, or forwards and receives them from freelance editors under express instructions from Associate Reports Officer; maintain close follow up with technical units and DOC on their timely submission, processing and dispatch. Review incoming correspondence and route to responsible officer, attaching background documents and draft replies on general and administrative matter

Maintain up-to-date information for prompt retrieval, on current status of assignment, conference/meeting reports and publications; compile and issue periodic and ad-hoc statements, and compute data such as APWs and contracts issues, as required.

Make documentary searches, collect/retrieve material, information, data relevant to DOC requirements; develop, maintain and update internal databases/lists on all processed reports etc. by subject/author/country; compile information material and lists such as list of acronyms, to facilitate the production of specific documents under express instructions from the Associate Reports Officer

Create and/or maintain electronic filing systems and ensure updated information of all records, including the monthly DOC team meeting, minutes and agenda of steering committee meeting of the Regional Committee;
Maintain complete and thorough record of all memos issued or received by DOC and all APWs issued for editing to freelance editors including those initiated by Technical Units.

Provide guidance to new staff in DOC team on office procedures and WHO standards and processes for onboarding

Maintain an inhouse record of leaves requested by DOC team and ensure retroactive application of leave in GSM by team members during sick leave

Programme support

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;
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

Initiate requisitions for goods procurement and record receipt of deliverables

Meeting Administration/Duty Travel

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

Prepare travel requests for official travel for DOC team members on duty 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.

Tags computer applications editor health information knowledge management office management procurement word processing

Schedule unit meetings and prepare minutes.

Other Duties

Handle visitors and telephone calls and take action as appropriate, providing background information for appointments, and makes arrangements for logistic and other necessities of consultant editors when they join the DOC team for the Regional Committee and special meetings upon approval by the Associate Reports Officer

Perform other related duties as required or instructed, including providing support to other areas of work in case of absences or emergencies.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of Secondary school

Desirable: Secretarial training and training in computer applications.

Experience

Essential: Considerable (minimum 5 years) progressive experience in secretarial/clerical posts in a large company, preferably including experience in WHO or in other international organization.

Desirable: Experience in processing and circulation/distribution of documents and follow up and experience in handling printing contracts.

Skills

Thorough knowledge of modern office procedures. Ability to carry out a variety of operations related to assignment reports, documents and publications. Ability to use word processing equipment; knowledge of use of other software applications.

WHO Competencies

Teamwork

Respecting and promoting individual and cultural differences

Communication

Knowing and managing yourself

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.

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.

Link to the organization’s job offer: https://unjobs.org/vacancies/1629315568373