Executive Assistant

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Description

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OBJECTIVES OF THE PROGRAMME

The Department of Administration and Finance is responsible for providing efficient and effective support service to all programmes and activities of the organization in the South-East Asia Region in respect of human resources management, administration, budget and finance, procurement, conference, IT services, staff security and staff medical services. The objective of the Human Resources Management (HRM) unit in SEARO is to recruit the best qualified personnel in a timely manner; deliver effective and efficient HR services to clients in the Regional Office and Country Offices; promote a culture of staff well-being and development; and guide staff and managers through the provision of expert advice on all human resource related matters.

DESCRIPTION OF DUTIES

Under the direct supervision of the Programme Operations Officer and general supervision of Regional HR Manager (RPO), the incumbent will perform the following duties:

• Processing selections against fixed-term International Professional (IP) positions, including WR and Deputy WR positions in SEA Region: Initiates actions and coordinates with relevant units for offline/online approvals for classification and issuance of vacancy notices to fill vacant positions as per stipulated guidelines; screens applications; prepares selection documentation for the members of selection panel (including reference check and verification of credentials);assists in constitution of selection panel as per guidelines and coordinates meetings of the panel; assists in conduct of written tests and interviews.
• Recruitment of Fixed-term General Service (GS) staff and National Professional Officers (NPOs)in WROs: Assists in review of selection proposals for fixed-term GS and NPO positions in WROs as per guidelines; in consultation with supervisor, communicates with WROs regarding discrepancies before their submission to the approving authority.
• Upon completion of selection against fixed term GS, NPO & IP positions, ensures correct and complete HRAPs are forwarded to Global Service Centre (GSC) for implementation in accordance with HR policies/timelines. Facilitates onboarding of candidates including documentation related to reporting, pension fund, VGLI, etc. 
• Mobility/Rotation: assists in processing of reassignments; secondments; inter-agency transfers and developmental assignments; and implementation of the Global Mobility policy and GS Staff Rotation exercise;
• Maintains and updates relevant policy files, selection files, status of vacant GS, NPO and IP positions and recruitment statistics; generates periodic reports, etc.
• Assist in compilation of relevant background documents/information to facilitate preparation of response to audit queries on HR issues, including for preparation of briefing notes, reports, etc. by supervisor.
• Attends to queries of external and internal callers relating to employment with WHO.
• Performs other duties as assigned by the supervisor.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of Secondary Education
• Desirable: University degree is an asset.

Experience

• Essential: At least five years of general administrative work experience.
• Desirable: Experience in WHO, other international organization or a UN Agency would be an advantage

Use of Language Skills

• Essential: Expert knowledge of English.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2402627

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