Executive Assistant

Under the direct supervision of the Administrative Services Officer (ASO) and in coordination with Team Leads in ASU, the incumbent will perform the following duties:

Office management:

• Review incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft responses 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 electronic and offline filing systems to ensure updated information; obtain documents and information from in-house and external sources and perform information search, as required.
• Provide guidance to custodian staff on office procedures and WHO standards, as when required.
• Assist in searching, compiling and maintaining information/material relevant to the programme of the unit for preparation of required reports and documents; assist in maintaining internal databases, such as staff details update (SDU) and travel document management (TDM) in coordination with team leads and ICT and maintain a follow-up to keep the databases up to date.
• Prepare Note for Records of internal as well as external meetings, obtain required approvals and facilitate dissemination.
• Assist in updating the office premises data in coordination with SEAR Country Offices, consolidate data as per the requirement of WHO-HQ and prepare required communication for all stakeholders.
• Assist in updating the Business Continuity Plan (BCP) of SEARO in coordination with NPO-ASU. Keep regular follow-up with WHO country offices in the SEA Region; prepare reporting to WHO-HQ as per the requirement.
• Programme support.

• Provide support in generating various GSM reports as required by the supervisor on ASU workplan in coordination with NPO-ASO of the unit.
• Provide assistance to ASU teams with GSM related issues, including reprogramming, issuances of POs for the building services (APWs, GES,IPOs, etc) with preparation of all documentation required for uploading in the GSM; assist in closure of POs as per the directions; record receipt of deliverables and initiate and monitor payment.
• Meeting administration/Duty travel
• Schedule various meetings of the unit and assist in preparation of agendas, programmes, power point presentations, supporting documentation, messages to staff and prepare minutes (draft summary records),as directed; and keep a follow-up on all pending issues of the meetings, as required.
• Prepare travel requests for official travel of supervisors, team leads of the unit, 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 and prepare subsequent travel claims.

Other duties:

• Maintain Administrative Services Officer’s daily agenda and the subunits/teams’ calendar of activities. Arrange appointments for supervisor(and other team members and visitors); receive visitors, screen telephone calls, respond to requests for routine information.
• Serve as ASU Leave Administrator; keep up to date contact details of all ASU staff; communicate with all ASU staff, as and when required by the supervisor.
• Assist in issuance of administrative and security announcements.
• Periodically update the Administrative Service Unit’s intranet website in consultation with team leads of the unit.
• Perform other related duties as required or instructed, including providing support to other areas of work.

Education

Essential:

• Completion of secondary school education

Experience:

Essential:

• At least five (5) years’ experience in secretarial/clerical/administrative work

Skills:

• Thorough knowledge of modern office practices and operations.
• The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structures, in the Unit, department, and WHO.
• 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.

Language Skills:

Essential:

• Expert knowledge of English. Intermediate knowledge of Hindi

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2409932