Friday, February 19, 2016

Executive Assistant - World Health Organization (Apply by: March 08, 2016)

Vacancy Notice No: SE/RO/GS/2016/FT2

Title: Executive Assistant

Grade: G5

Contract type: Fixed-term Appointment

Duration of contract:  Two Years
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)


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).
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.


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:

- 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

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.

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.

Excellent knowledge of written and spoken English.
Additional Information:


- 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: - To learn more about WHO's operations - Click on: Quick Links > Salary Scales > by date 
Annual salary: (Net of tax)

INR 687,516/- at single rate

For Apply: Click here

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