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)

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).
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.

REQUIRED QUALIFICATIONS
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/
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.
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.
Languages:

Excellent knowledge of written and spoken English.
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 
Annual salary: (Net of tax)

INR 687,516/- at single rate

For Apply: Click here

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