Vacancy Notice No: SE/RO/GS/2016/FT2
Title: Executive Assistant
Grade: G5
Contract type: Fixed-term Appointment
Duration of contract: Two Years
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Date: 16 February 2016
Application Deadline: 8 March 2016
(18 day(s) until closing deadline)
Currently accepting applications
Duty Station: New Delhi, India
Organization unit: SE South East Asia (SE) /
SEARO Regional Office for the South East Asia (SE/RGO)
Department of Health Security & Emergency Response (HSE)
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OBJECTIVES OF THE PROGRAMME :
To reduce the health consequences of emergencies, disasters, crisis and
conflicts and minimize their social and economic implications by
strengthening regional and country capacities (Category 5, programme area 3
and 6).
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Description of duties:
Under the direct supervision of and guidance of Regional Advisor - ERM, the
incumbent performs the following:
1) 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;
2) 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;
3) 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;
4) Open, organize, maintain policy, confidential and general files and
reference system; maintain the WHO Manual, SEAR handbook, Address list and
other reference documents;
5) Make searches, compile and maintain information/documentation relevant to
the programme for preparation of reports and documents;
6) Assist in the monitoring of projects' implementation, work plans and
procurements for the unit - providing support as a back of the monitoring
assistant in his/her absence;
7) Update unit's and department's websites regularly and maintain and update
internal data bases;
8) Provide support to organize the administrative aspects of Regional Scientific
or Group Educational meetings, Seminars, Workshops, etc.;
9) Make travel arrangements for Supervisor, other P staff in the unit and
other nominated representatives;
10) Maintain and update a roster of experts having a database of CVs of
candidates and experts, and initiate processes relating to recruitment of
personnel;
11) Perform other related duties, as required.
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REQUIRED QUALIFICATIONS
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Education:
Essential: Completion of Secondary school education.
Desirable: Training in secretarial practices. University degree is an asset.
WHO only considers higher educational qualifications obtained from an
accredited institution. The list can be accessed through this link:
http://www.whed.net/
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Skills:
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
Competencies:
1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Moving forward in a changing environment
5. Producing results
Other Skills:
IT - Proficiency in the use of modern office software packages such as MS
Office (Word, Excel, PowerPoint, Outlook etc.) and standard office equipment.
Knowledge of WebIT/web updating skills. Good working knowledge of GSM (or
other Oracle-based ERP systems) is desirable.
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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.
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Languages:
Excellent knowledge of written and spoken English.
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Additional Information:
NOTE:
- In addition to position-specific test, external candidates will be required
to qualify mandatory tests in English language and computer skills.
- A written test, using computer, will be held for the short-listed applicants.
The performance in written test will decide applicant's eligibility to appear
in the interview.
- The written test for shortlisted candidates will tentatively be held during
the duration 28 March to 8 April 2016. Candidates are advised to make themselves
available during that duration.
- External candidates will be contacted only if under serious consideration;
- This position is subject to local recruitment and will be filled only by a
national of India, willing to relocate within commutable distance.
- Other benefits include: 30 days annual leave, child allowance, pension plan
and medical insurance
- Please visit the following websites for detailed information on working
with WHO:
http://www.who.int - To learn more about WHO's operations
http://icsc.un.org - Click on: Quick Links > Salary Scales > by date
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Annual salary: (Net of tax)
INR 687,516/- at single rate
For
Apply: Click here
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