Executive Assistant (Human Resources)

World Health Organization

New Delhi, India

Experience: 5 to 10 Years

Skill Required: HR and Admin

OBJECTIVES OF THE PROGRAMME

The Department of Administration and Finance is responsible for providing efficient and effective support service to all programmes and activities of the organisation in the South-East Asia Region in respect of human resources management, administration, budget and finance, procurement, conference, IT services, staff security and staff medical services. 

The objective of the Human Resources Management (HRM) unit in SEARO is to recruit the best qualified personnel in a timely manner; deliver effective and efficient HR services to clients in the Regional Office and Country Offices; promote a culture of staff well-being and development; and guide staff and managers through the provision of expert advice on all human resource related matters.

DESCRIPTION OF DUTIES
Under the direct supervision of the Executive Associate (Human Resources) and general supervision of Regional HR Manager (RPO), the incumbent will perform the following duties:

  • Assist in reviewing requests received related to establishment of new positions, classification and reclassification of existing positions and abolition of positions. Prepare relevant correspondence and/or documentation with full background before presenting for the review of RPO. Monitor the status of such requests for preparation of statistics or reports as required.
  • Review ‘Consultant’ selection proposals and perform compliance check, in line with current policies and procedures, and prepare draft remarks for supervisor’s consideration.  
  • Maintain, update internal databases/statistics and provide data on recruitment of all fixed-term/temporary staff in Regional Office and country offices in the Region using GSM/any other related source. 
  • Compile relevant information/background and prepare draft briefs/presentations etc. required for meetings of Apex Bodies, i.e., Executive Board, World Health Assembly, RD’s annual report, and on HR matters, etc. before submission to Supervisor.
  • Provide administrative assistance in arranging training programmes for staff in the Region on HR matters such as logistics, travel arrangements for participants/supervisors, preparation of draft working documents/presentations and provide assistance at the activity venue as and where required.
  • Review selection proposals for recruitment of fixed-term GS received from all Country Offices in coordination with the supervisor for compliance to rules and procedures for further processing of approval.
  • Process requests for recruitment of temporary GS (TGS) staff in the Regional Office and facilitates recruitment of TGS in all country offices as required, ensuring completion of all applicable recruitment and appointment processes. Respond to requests for information/advice from units/WCOs, providing necessary assistance.
  • Compile CVs of candidates and experts and other documentation relating to recruitment of fixed-term and temporary staff.
  • 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. 
  • Monitor and clear HR transactions in GSM related to position classification and recruitment of fixed-term/temporary GS staff.
  • Maintain office records and reference files on various matters such as policy decisions covered by the recruitment, and ensures follow-up actions, where required.
  • Any other duty as assigned by the supervisor.  

REQUIRED QUALIFICATIONS

Education

  • Essential: Completion of secondary school.
  • Desirable: University degree is an asset.

Experience

  • Essential: At least five years of general administrative work experience. 
  • Desirable: Experience in WHO, other international organization or a UN Agency would be an advantage.

Skills

  • Very good knowledge of modern office procedures and practices as well as of the applicable staff regulations & rules and Manual provisions; Ability to draft standard correspondence; Ability to carry out a wide variety of tasks; Ability to use word processing equipment, knowledge of software applications an advantage.

Use of Language Skills

  • Essential: Expert knowledge of English.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2300312&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta