Executive Assistant, New Delhi WHO - World Health Organization Closing date: Sunday, 29 July 2018

Executive Assistant, 
New Delhi 
WHO - World Health Organization 
Closing date: Sunday, 29 July 2018

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Executive Assistant - (1803115)  

Grade: G5

Contractual Arrangement: Fixed-term appointment

Contract duration: Two years

: 

Job Posting

: Jul 9, 2018, 6:07:00 AM

Closing Date

: Jul 30, 2018, 9:59:00 PM

Primary Location

: India-New Delhi

Organization

: SE/WHE WHO Health Emergencies Programme (WHE)

Schedule

: Full-time  

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings. 

OBJECTIVES OF THE PROGRAMME

The mission of WHO's Health Emergencies Programme is to build the capacity of Member States in South-East Asia (SEA) Region to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery toaffected populations.The Infectious Hazard ManagementUnit of the Health Emergencies Programme is responsible for establishing riskmitigation strategies and capacities for priority high-threat infectioushazards. This includes developing and supporting prevention and controlstrategies, tools and capacities for high-threat infectious hazards,establishing and maintaining experts networks to detect, understand and managenew or emerging high threat infectious hazards as well as providing secretariatsupport for the management of the Pandemic Influenza Preparedness (PIP)Framework

DESCRIPTION OF DUTIES

Under the direct supervision and guidance of Programme Area Manager IHM, the incumbent performs the following:

Office management

1.  Review incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters;ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines.

2.  Create and/or maintain filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information search as required.

3.  Provide guidance to other staff on office procedures and WHO standards.

Programme support

4.  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; assist in the preparation of financial and technical progress reports to donors. 

5.  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

6.  Initiate requisitions for goods procurement and record receipt of deliverables.

Meeting Administration/Duty Travel

7.  Coordinate administrative preparation for  meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations.

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

9.  Prepare travel requests for official 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.

10.  Schedule unit meetings and prepare minutes.

Other Duties

11.  Handle visitors and telephone calls and take action as appropriate, providing background information for appointments.

12.  Perform other related duties as required or instructed, including providing support to other areas of work / units within WHE.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of Secondary school education
Desirable: Training in secretarial practices. University degree is an asset.

Experience

Essential: At least five (5) 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 SEARO Office procedures, practices, forms, etc; good knowledge of organizational structure of technical and support programme units; ability to draft clearly and concisely correspondence/reports; ability to use data and word processing equipment, take notes at technical meetings; Knowledge of commonly used computer software applications.

Other Skills (eg. IT): Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook, etc.) and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is required.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Knowing and managing yourself