Executive Assistant

World Health Organization, New Delhi, India

Skill Required:, Project/ Programme Management
Preferred Experience: 
5 years
Closing Date for Applications: 
27th August, 2019


Job Description

OBJECTIVES OF THE PROGRAMME

The mission of WHE 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 to affected populations.Emergency Operations within WHE is responsible for ensuring that emergency-affected populations have access to timely and effective health services. This includes ensuring a strong emergency management system (based on incident management), effective and inclusive coordination mechanisms, joint assessments and planning by partners, implementation of operations and services according to agreed standards, and strong logistics and operational support. The expansion and strengthening of operational partnerships is a key priority. EMO also leads on humanitarian policy and guidance, as well as representation to key interagency bodies.

DESCRIPTION OF DUTIES:

Under the direct supervision and guidance of EMO, the incumbent performs the following:

  • Receive, screen and log incoming correspondences, reports, documents, etc. and to route to Supervisor with full background information, maintain follow up system on responses and deadlines;
  • Take notes and transcribe non-technical and technical correspondence, reports, etc., draft/prepare general correspondence (not involving policy on technical knowledge) on brief instructions or own initiative; type statements, reports, studies, statistical tables, etc., ensuring grammatical accuracy, spelling, format and conformity with procedural directives;
  • Arrange appointments/meetings and maintain Supervisor's calendar, receive visitors, screen telephone calls, respond to requests for information and queries with discretion; take notes at meetings and prepare minutes;
  • Open, organize, maintain policy, confidential and general files and reference system; maintain the WHO Manual, SEAR handbook, Address list and other reference documents;
  • Make searches, compile and maintain information/documentation relevant to the programme for preparation of reports and documents;
  • Assist in the monitoring of projects' implementation, work plans and procurements for the unit in GSM/Oracle - providing support as a back of the monitoring assistant in his/her absence;
  • Update unit's and department's websites regularly and maintain and update internal data bases;
  • Initiate, through Oracle/GSM procurement module, contracts for Consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services (GES) requests. Monitor and record receipt of deliverables, and initiate and monitor payments as needed. Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables, including offline processes and their approval;
  • Arrange and coordinate administrative preparation for meetings, seminars, workshops, including: preparing event plans in GSM/Oracle, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants and others involved;
  • Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, UNDSS security clearance, prepare travel files and deal with other related matters as requested or on own initiative;
  • Maintain and update a roster of experts having a database of CVs of candidates and experts, and initiate processes relating to recruitment of personnel; 12. Perform other related duties as assigned, including replacing and backstopping for others as required;

REQUIRED QUALIFICATIONS:

Education:

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

Experience:

  • Essential: At least five years' experience in secretarial/clerical/administrative work.
  • Desirable: Experience in an UN/international organization will 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://careers.who.int/careersection/ex/jobdetail.ftl?job=1903708&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta


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