Executive Assistant

Critères de l'offre

**L'entreprise**: OMS

OMS

Description du poste
OBJECTIVES OF THE PROGRAMME

In collaboration with Member States of South-EastAsia Region, international organizations, NGOs and other WHO programmes, promote, develop, coordinate and evaluate the Region's needs for development ofhealth systems, particularly in the areas of sexually Transmitted Infections(STIs) and HIVAIDS control programmes as well as collaboration with national TBprogrammes, which are aimed at achieving the optimum level of health in anintegrated and equitable manner.

DESCRIPTION OF DUTIES

Under the direct supervision of Medical Officer (HHS) and broad guidance of the Director, Communicable Diseases (CDS), the incumbent provides office support for the smooth running of the HIV/AIDS unit in the following areas:
Office management

Review incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters, draft presentations; ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines Create and/or maintain filing systems and ensure updated information;
Obtain documents and information from in-house and external sources and perform information search as required
Provide guidance to other staff on office procedures and WHO standards

Programme support

Provide support in the monitoring implementation of the work plan, including timely information on budget ceiling/award budgets, monitor income and expenditure and funds available; follow up on financial/budgetary issues and ensure timely processing of committal documents; assist in the preparation of financial and technical progress reports to donors; liaise and coordinate with country offices on the implementation of the workplan related to the concerned programme
Prepare contracts for consultants, Agreement for Performance (APW), Technical Services Agreements (TSA) and General External Services requests (GES); record receipt of deliverables and initiate and monitor payment
Initiate requisitions for goods procurement and record receipt of deliverables

Meeting Administration/Duty Travel

Coordinate administrative preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations
Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting
Prepare travel requests for official travel, make flight and hotel reservations, obtain security clearances, ensure travel related payments are received; prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues; Follow up on travel claims and maintain records of duty travel reports. Schedule unit meetings and prepare minutes

Other Duties

Handle visitors and telephone calls and take action as appropriate, providing background information for appointments Perform other related duties as required or instructed, including providing support to other areas of work
REQUIRED QUALIFICATIONS
Education

**Essential**: Completion of Secondary Education.

**Desirable**: Training in Secretarial training practices. University degree is an asset.

Experience

**Essential**: At least 5 years' experience in secretarial/clerical/administrative work.

**Desirable**: Experience in WHO or in another UN/International organization would be an advantage.

**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.

WHO Competencies
Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment

Use of Language Skills

**Essential**: Expert knowledge of English.

REMUNERATION

ADDITIONAL INFORMATION

This vacancy notice may be used to fill other similar positions at the same grade level
A written test may be used as a form of screening.

WHO is committed to workforce diversity.
WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.