Executive Assistant

4 weeks ago

Delhi, Delhi, India World Health Organization Full time


Job Description

Description

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The mission of WHO's Health Emergencies Programme is to build the capacity of Member States in South- East Asia Region to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.

Organizational context:

The incumbent provides secretarial and administrative support related to human resources, procurement, budget and finance, information management, meeting administration and travel arrangements, etc. the WHO Health Emergencies Programme (WHE), WHO-SEARO.The incumbent works on the basis of general instructions, own experience and precedents, following WHO or department-specific procedures and practices, rules and regulations, to ensure smooth work flow in the unit/team.Duties require ongoing contact with a broad range of staff at all levels, ensuring that briefing and meeting background information and documents are obtained from various sources, for the Unit Head and other senior staff to be fully prepared in advance, including highlighting issues relevant to the Programme.S/he is encouraged to seek guidance for unusual issues. Most of the work is controlled for correctness and appropriateness by the incumbent, and reviewed on an ad hoc basis by supervisor or originator for meeting expectations and overall quality; correspondence is signed or cleared by originator.The incumbent is relied upon to brief colleagues on WHO and Department specific administrative procedure and practices.

Summary of Assigned Duties:

Under the direct supervision of 1st level supervisor, and broad guidance of Director, WHE, and in collaboration with the Administration team, the incumbent provides support in the following areas:

Review/screen incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlinesAssist in initiating and monitoring, using ERP programme and other softwares, prepare contracts for Consultants including initiating Stellis requisitions, Agreements for Performance of Work (APW)Initiate requisitions for goods procurement and record receipt of deliverablesAssist / coordinate in preparing letters of invitation, cost estimates, preparing travel requests, flight and hotel reservations, security clearances for official travel, ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venuesSchedule unit meetings and prepare minutes.Assist in preparation of financial obligation documents, ensuring availability of funds, and monitoring of budgetary implementation and workplans.Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meetingMaintain and organize electronic filing/documentation of the Unit/Department.Perform other related duties as assigned, including replacing and backstopping for others as required.

Education Qualifications:

Essential: Completion of secondary school education.Desirable: Training in secretarial practices. University degree is an asset.

Experience:

Essential:

For at least 3 years' of relevant experience , and;For at least 5 years' of relevant experience in secretarial/clerical/administrative workDesirable: Experience in WHO or in another UN/International organization would be an advantage

Language:

Expert knowledge of English language.

Source:



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