Team Assistant

OBJECTIVES OF THE PROGRAMME

To work with Member States to address priority health problems concerning older people, and to develop evidence-based strategies and guidelines to improve access to integrated, person-centred care for older people in the region.

DESCRIPTION OF DUTIES

Under the direct supervision of Technical Officer - Ageing and broad guidance of the Director-HPN, the incumbent provides office and secretarial support as follows:

A. Office support

• Screen and distribute incoming correspondence, attaching background information or related file and forwarding to staff concerned, highlighting issues requiring attention; draft replies to general and administrative matters; type technical reports and documents, tabular materials, etc. ensuring conformity with WHO standards; assist in preparing presentations; follow-up on deadlines to ensure timely response.
• Obtain documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance. Maintain filing systems and ensure easy accessibility and retrieval of records.

B. Programme support

• Prepare contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed.
• Initiate requisitions for goods procurement and record receipt of deliverables.

C. Meetings/Duty travel

• Support the organization of meetings, workshops, seminars, etc., including typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.
• Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and other related matters as requested.

C. Other duties

• Receive visitors and telephone calls, answering queries andor redirecting them to appropriate staff providing background information on purpose of appointment.
• Replace Executive Assistant during absences (if applicable); perform other related duties as required or instructed, including provision of 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 three (3) 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

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 835,587 (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 and/or an asynchronous video assessment 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
• An impeccable record for integrity and professional ethical standards is essential. 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 zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• For information on WHO's operations please visit: http://www.who.int.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
• 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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