Executive Assistant
World Health Organization
New Delhi, Delhi
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.

OBJECTIVES OF THE PROGRAMME
Analyze developments and enhance information on intellectual property rights, international trade agreements, laws and treaties for public health and access to medical products among Member States and Country Offices through technical assistance in line with relevant Regional Committee (RC) and World Health Assembly (WHA) resolutions.Build capacity among Member States and provide advice on legal issues and obligations in the area of Intellectual Property Rights (IPR), trade and public health and raise awareness regarding trade negotiations processes and their policy implications for access to medical products and vaccines for public health.
DESCRIPTION OF DUTIES
Under the direct supervision of the Regional Adviser, Intellectual Property Rights and Trade & Health (IPT), and broad guidance of the Director, Health Systems Development (HSD), the incumbent provides office support for the smooth running of the programme/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; 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.
  • 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, prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues.
  • 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 school education.

Desirable: Training in secretarial practices. University degree is an asset.
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.
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.

Other skills (eg. IT): Proficiency in the use of modern office software packages such as MS Office (Word, Excel, Powerpoint, Outlook, etc) and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems
WHO Competencies
Teamwork
Communication
Respecting and promoting individual and cultural differences
Knowing and managing yourself
Producing results
Use of Language Skills
Essential: Expert knowledge of English.

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.
The written test for shortlisted candidates will tentatively be held during the week starting from 25 November 2019.
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.
Staff members in other duty stations are encouraged to apply.
For information on WHO's operations please visit: http://www.who.int.
WHO is committed to workforce diversity.
WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
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.