09 May

Executive Assistant Administrative Officer Jobs Vacancy in World Health Organization New Delhi

Position
Executive Assistant Administrative Officer
Company
World Health Organization
Location
New Delhi DL
Opening
09 May, 2018 15 days ago

World Health Organization New Delhi urgently required following position for Executive Assistant Administrative Officer. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

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Executive Assistant Administrative Officer Jobs Vacancy in World Health Organization New Delhi Jobs Details:

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OBJECTIVES OF THE PROGRAMME

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. WHO's Twelfth General Programme of Work (2014-19) focuses on six (6) leadership priorities specifying (i) advancing universal health coverage (ii) health related millennium development goals (iii)addressing the challenge of non-communicable diseases and mental health, violence and injuries and disabilities (iv) implementing the provisions of the International Health Regulations (2005) (v)increasing access to quality, safe, efficacious and affordable medical products (vi) addressing the social, economic and environmental determinants of health. 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.Mission of the WHO Country Office for India Within the framework of WHO's Country Cooperation Strategy the mission of the WHO Country Office is to support India in: (i) developing and sustaining its own health policies, health systems and public health programmes; (ii) working to prevent and overcome threats to health; (iii) anticipating future challenges; and (iv) advocating public health.

DESCRIPTION OF DUTIES

Under the overall guidance of WHO Representative to India and direct supervision of Administrative Officer, the incumbent performs the following duties:


GENERAL

  • Oversee and monitor the information flow, screening, sorting, analyzing and identifying areas requiring action by the Administrative Officer.
  • Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the Administrative Officer, liaising with units/teams, as appropriate.
  • Receive visitors and telephone calls with tact and discretion, and act according to the nature and urgency of each, including redirecting as appropriate.
  • Provide background information for appointments with official visitors and/or staff members.
  • Maintain Administrative Officer's agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirect visitors and callers as necessary.
  • Disseminate information on administrative procedures to GS staff in the team/department and assist staff in adhering to WHO administrative procedures.
  • Monitor requests for goods and services, including receipt, payment and inventory requirements.
  • Coordinate and monitor office space requirements in liaison with relevant units as required.

CORRESPONDENCE

  • Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.
  • 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.
  • 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.
  • 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.
  • 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.

HUMAN RESOURCES

  • Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.

PROCUREMENT

  • Initiate, through Oracle/GSM procurement module, contracts for Consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services (GES) requests. Monitor and record receipt of deliverables, and initiate and monitor payments as needed.
  • Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.

INFORMATION MANAGEMENT

  • 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.
  • Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
  • Coordinate compilation of documents requested of and provided by professional staff, other Departments or Programmes to ensure they are logically compiled, formatted and assembled to facilitate the work of the Administrative Officer.

MEETING ADMINISTRATION

  • Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including: preparing event plans in GSM/Oracle, letters of invitation, cost estimates and travel requests; assisting with preparation of documents; dispatching of materials and liaising with participants and others involved.
  • Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
  • Schedule team/departmental meetings, according to schedules and need; taking minutes and following up on action points to ensure timely response to the requests of the Director and preparation of minutes.
  • Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.

TRAVEL

  • Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.

OTHER DUTIES

  • Perform other related duties as required or instructed, including providing support to other areas of work.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education.
Desirable: University degree from a recognized university would be an asset.

Experience

Essential: At least 5 years of progressive administrative/clerical work experience.
Desirable: Relevant experience in WHO or another UN agency would be an asset. Knowledge and practice of Oracle-based or other ERP systems is an asset.

Skills

1. Thorough Knowledge of WHO Rules, Regulations and Administrative Procedures.2. Good knowledge of computer applications and software including MS Office applications.3. Ability to draft reports, correspondence concisely and clearly.4. Ability to make good working relationships.

Other skills (eg. IT) : Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheets and visual software; extensive use of e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Knowing and managing yourself
5. Producing results

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Hindi.
Desirable:

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at INR 784,918 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

  • This vacancy notice may be used to fill other similar positions at the same grade level
  • Only candidates under serious consideration will be contacted.
  • A written test may be used as a form of screening.
  • In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
  • Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
  • For information on WHO's operations please visit: http://www.who.int.
  • WHO is committed to workforce diversity.
  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.


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