WHO is looking for Executive Associate – (2002506)  -India-New Delhi

Grade: G7

Contractual Arrangement: Fixed-term appointment

Contract Duration (Years, Months, Days): Two years

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Job Posting: Jun 19, 2020, 7:15:00 AM

Closing Date: Jul 9, 2020, 10:59:00 PM

Primary Location: India-New Delhi

Organization: SE/DAF Director – Administration & Finance

Schedule: Full-time

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Objectives of the programme

The main responsibility of the Department of Administration and Finance is to provide support to the Regional Office and offices of the WHO Representatives in 11 Member Countries of the South-East Asia Region in the areas of human resources, budge and financial management, information and communications technology, administrative services, staff development and learning, security, procurement supplies and equipment for projects, legal advice, staff medical services and staff security.

 

Description of duties

Under the direct supervision of the Director, Administration and Finance, the incumbent carries out the following duties:

Administrative Functions:

  1. Review incoming correspondence to identify appropriate action and office to which action should be assigned; ensure all correspondence is tracked appropriately and is submitted to DAF as appropriate for information or decision with completed documentation and reference to e-manual provisions/policies, as applicable.

  1. Review correspondence prepared for DAF signature to ensure accuracy of the communication, proper grammar, spelling and format, and proper routing of the document for advance clearances. This also entails a careful review of all outgoing correspondence to ensure that the addresses are accurate, the signatures are complete, and that follow-up is taken when action is requested.

  1. Review of the e-memos and exceptional approvals received for DAF’s review, track the routings, maintain follow-ups and respond to any queries from WCOs or RO budget centers.

  1. Review the weekly Arrival and Departure information for DAF department.

  1. Lead the annual collection of Declaration of interest forms from all relevant staff throughout the Region, following up as necessary to ensure 100% compliance with this reporting requirement, provide updates to HQ on status of the Region’s compliance in this regard.

  1. Coordinate the logistics for monthly staff meeting in consultation with RDO, ICT, BM and WCOs.

  1.  Provide guidance and training to the administrative support staff throughout the DAF units on communication etiquette and standards, routing of documents for clearances and approvals, key policies etc.

  1. With the other DAF support staff, answer and screen telephone calls, receive visitors, arrange appointment, and maintain with DAF calendar. Ensure that DAF has all necessary background and supporting documents in advance of his/her meetings.

  1. Act as a focal point in updating the DAF intranet and web service portal with regard to DAF operations, in coordination with ICT. Review the manual provisions, Information Circulars related to DAF area.

  1. Provide Administrative support to DAF and act as a Focal point for all the issues related to DPR Korea requiring UN Sanctions clearance.

Programme Matters: 

  1. Collaborate with NPO/DAF on the Programme Budget matters:
  2. Review of the encumbrances and coordination with the DAF teams on the encumbrances, review of un-invoiced receipts and closure of encumbrances through relevant GSM rights, including liaising with GSC.
  3. Regular review and monitoring of the DAF Activity workplan in terms of budget and funds.

Meetings management:

  1. Coordinate and collaborate with NPO, DAF Office in the administrative matters related to the Regional Committee meetings (including Steering committee), Administrative Officer meetings (including virtual) and any other DAF Department related events.

  1. Maintain follow-up and documentation of the Action points for the Administrative officer meetings.

  1. Maintain a central database of all DAF Department actions arising from various meetings, tracking the status and ensuring data is updated regularly. Prepare reports, and analysis from this database, as needed. Perform any other related duties, as assigned.

 

Required qualifications

Education

Essential: Completion of Secondary school education.
Desirable: Training in administrative and secretarial practices. University degree would be an asset.

Experience

Essential: At least 10 years’ progressively responsible experience in administrative positions, preferably in WHO.

Skills

Through Knowledge of SEARO office procedures and practices, good knowledge of rules and procedures of Regional Committees, relevant bodies and its documentation, good knowledge of organizational structure and functions of administrative and technical sub-units and preferably HQ/Administrative units. Ability to work under pressure, draft clear and concise correspondence, reports, information circulars, memos and minutes. Computer skills and knowledge of software programmes. Understanding of importance of confidentiality in managing DAF Office communications, and ability to maintain such confidentiality, is essential.

WHO Competencies

  • Teamwork
  • Respecting and promoting individual and cultural differences
  • Communication
  • Producing results
  • Knowing and managing yourself

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 1,367,639 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

 

Additional information

  • LATE APPLICATIONS WILL NOT BE ACCEPTED
  • 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.
  • Please note applications should be submitted through WHO’s online recruitment portal. Please visit www.who.int/careers to complete an online profile and to apply to this vacancy.
  • The written test for shortlisted candidates will tentatively be held during the week starting from 27 July 2020. Candidates are advised to make themselves available during that period.
  • 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.
  • 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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