Sunday, April 10, 2016

Administrative Assistant - World Health Organization (Apply by: April 27, 2016)

Vacancy Notice No: SE/CO/GS/2016/FT16

Title: Administrative Assistant

Grade: G5

Contract type: Fixed-term Appointment

Duration of contract:  Two years
Date: 6 April 2016

Application Deadline: 27 April 2016
(17 day(s) until closing deadline)
Currently accepting applications

Duty Station:  New Delhi, India
Organization unit: SEARO Countries (SE_ACO) /
SE_IND WR Office, India (SE_IND)

All the Member States of WHO in the South East Asia Region share the common value of the highest attainable standard of health as a fundamental human right. All of WHO actions are based on this and rooted in the underlying values of equity, solidarity and participation.
The seven point global health agenda contained in WHO's Eleventh General Programme of Work (2006-2015) includes: (i) investing in health to reduce poverty; (ii) building individual and global health security; (iii) promoting universal coverage, gender equality and health related human rights; (iv) tackling determinants of health; (v) strengthening health systems and equitable access; (vi) harnessing knowledge, science and technology; and (vii) strengthening governance, leadership and accountability.

WHO's mandate revolves around six core functions: (i) providing leadership on global health matters; (ii) shaping the health research agenda; (iii) setting norms and standards; (iv) articulating evidence-based policy options; (v) providing technical support to countries; and (vi) monitoring and assessing health trends.

The South -East Asia Region of WHO is made up of 11 countries, with over 1.8 billion people, with India's population of 1.2 billion. The diversity of people and health situations requires, on the demand side, a solid understanding of the emerging socio-economic, epidemiologic and demographic patterns and trends at both aggregate as well as national and sub-national levels, with due sensitivity to disadvantaged populations and vulnerable segments of the society. On the supply side, it is equally

crucial to have a solid understanding of the commonalities and divergences of the health systems, the circumstances and political economy under which they have evolved and operate.

Description of duties:
Under the overall guidance of WR-India and direct supervision of NPO (Administration), the incumbent performs the following duties:
Under the overall guidance of WR India and direct supervision of NPO (Administration) for providing administrative assistance, the incumbent will perform the following duties:
1. Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.
2. Provide background information for appointments with official visitors and/or staff members.
3. Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.
4. Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
5. Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.
6. Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
7. Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services requests (GES). Monitor and record receipt of deliverables, and initiate and monitor payments as needed.
8. Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.
9. In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
10. Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
11. Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.
12. Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
13. Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes.
14. Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required.
*Essential: Completion of secondary school education or equivalent.

*Desirable:University degree in the area of administration or training in secretarial work is an asset.

WHO only considers higher educational qualifications obtained from an accredited institution. The list can be accessed through this link:
1.Thorough Knowledge of WHO Rules, Regulations and Administrative Procedures.
2.Good knowledge of use of application of microcomputer and softwares
3.Ability to initiate and draft reports, correspondence concisely and clearly
4.Ability to make good working relationships with Government Officials and staff of other UN agencies.
5.Knowledge of financial policies and practices

2.Respecting and promoting individual and cultural differences
4.Knowing and managing yourself
5.Producing results

Other skills:
Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in GSM\Oracle-based or other ERP systems an asset.

Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.
*Essential: At least 5 years of general clerical and administrative work experience.

*Desirable:Relevant experience in WHO or other UN agency. Knowledge and practice of Oracle-based or other ERP systems is an asset.
Excellent knowledge of written and spoken English and working knowledge of local language.
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.

- 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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