Executive Assistant

World Health Organization, New Delhi, India

Skill Required:, Project/ Programme Management
Preferred Experience: 
5 years
Closing Date for Applications: 
31st January, 2018


Job Description

The main objectives of the programmes are to reduce tobacco use among the populations in the Region and thereby reduce tobacco related morbidity and mortality; to implement the provisions of the WHO FCTC (Framework Convention on Tobacco Control), WHO MPOWER Package and regional commitments to meet the global goals and targets with a view to integrate tobacco control interventions in health and socioeconomic development agenda including trade, NCD and Sustainable Development Goals, to collaborate programmes and to mobilize resources and technical support for their implementation.

DESCRIPTION OF DUTIES

Under the direct supervision of (RA-TFI), and broad guidance of the (Director-NDE, the incumbent provides office support for the smooth running of the programme/unit in the following areas:

Office management

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

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

  • 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.
  • 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, 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.
  • Schedule unit meetings and prepare minutes

Other Duties

  • Handle visitors and telephone calls and take action as appropriate, providing background information for appointments.
  • Perform other related duties as required or instructed, including providing 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 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 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.

Source:https://tl-ex.vcdp.who.int/careersection/ex/jobdetail.ftl?job=1703934&tz=GMT%2B05%3A30


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