Executive Assistant

World Health Organization

Bangkok, Thailand

Experience: 3 to 5 Years

Skill Required: HR and Admin

Under the direct supervision of Administrative Officer, and broad guidance of WHO Representative to Thailand, and in close collaboration with the Administration team, the incumbent provides support in the following areas:
Finance, Budget And Planning:

  • Check and prepare obligating documents, ensure the availability of funds, and transfer funds as instructed or as delegated.
  • Follow up on programme implementation, drawing the attention of the supervisor or other staff to problems, inconsistencies and delays.
  • Assist professional staff in providing budgetary and financial data to monitor programme implementation, prepare biennial budgets, and in preparation of progress reports including donor reports.

Secretarial:

  • Draft routine non- technical correspondence based on instructions from supervisor; take notes at meetings and draft short reports when requested; provide informal translation from Thai to English at meetings where required.
  • Analyze incoming correspondence and requests, researching, obtaining and attaching background information when required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned.
  • Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.
  • Use appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
  • Oversee and monitor the information flow of the unit, screening, sorting, analyzing and identifying areas requiring action by the team.
  • Provide background information for appointments with official visitors and/or staff members.
  • Maintain the team leader's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.
  • Establish and maintain files including reference material, confidential files, reports and other documents. Provide administrative assistance to the Team in regard to study tours. TRAVEL
  • Prepare travel requests for official travel of the team and other travelers.
  • Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.

Meetings:

  • Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including: prepare event plans in the system, letters of invitation, cost estimates and travel requests; assist with preparation of documents; dispatch materials and liaise with participants and others involved.
  • Assist the Meeting Assistant in obtaining government clearance for meetings taking place in Thailand and nominations of participants.
  • PROCUREMENT and CONTRACTS
  • Prepare contracts, such as Agreement for the Performance of Work (APWs), Technical Service Agreement (TSAs), Direct Financial Cooperation (DFC), temporary consultancy contracts and alike in Global Management System (GSM) and other on-line systems as applicable, and monitor deadlines.
  • Screen and review various contractual materials, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests.
  • Keep track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract.
  • Keep track of contract extensions and renewals, verifying that funds are available.
  • Prepare purchase requests, as appropriate.

Who Collaborating Centers:

  • Maintain the official records of WHO Collaborating Centers up- to-date.

Required Qualifications:
Education
Essential:

  • Completion of secondary education.

Experience:
Essential:

  • At least five (5) years' experience in secretarial/clerical/administrative work.

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.

Language Skills:
Essential:

  • Expert knowledge of English. Expert knowledge of Thai.

Source:  https://careers.who.int/careersection/ex/jobdetail.ftl?job=2310117