Team Assistant

  • Full Time
  • India

World Health Organization

JOB OPPORTUNITY

Team Assistant

Team Assistant – (2304758)

Grade: G4
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): Two years
Job Posting: May 29, 2023, 10:39:56 AM
Closing Date: Jun 19, 2023, 3:44:00 AM
Primary Location: India-New Delhi
Organization: SE/RDO Regional Director’s Office
Schedule: Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

OBJECTIVES OF THE PROGRAMME

The objectives of Country Strategy and Support/Fellowship Unit are to: promote and contribute to the organization-wide efforts to strengthen WHO’s country focus for greater impact of its technical cooperation at country level; implement WHO’s country focus policy, articulating national, regional and global policy and planning frameworks and processes to enhance WHO’s contribution to national health outcomes, and ultimately people’s health and development within countries; ensure the development, use and monitoring of high quality Country Cooperation Strategies(CCS) and work plans that address national health development priorities and contribute to the regional and global mandates and agreements to which countries have committed. facilitate collaboration between WHO Country Offices (WCOs), departments in the Regional Office and HQ Country Cooperation and Collaboration with UN System (CCU) unit to support the work of country offices in responding to country needs and priorities for technical cooperation. Promote and facilitate technical cooperation among countries, including identification and sharing of lessons and best practices. support and contribute to the effective functioning of the Global Country Support Unit network and coordinate across three levels of the organization to provide input and advice to relevant global processes (e.g. CCS guidelines development, country presence evaluation, country support, WHO and UN reforms, etc.).

DESCRIPTION OF DUTIES

Under the direct supervision of the Technical Officer-Country Strategy and Support/Fellowship (TO-CSS/FEL), the incumbent provides office and administrative support for fellowships programme as follows:

  • Undertake all administrative formalities required for the implementation of the Fellowship program and Junior Public Health Professional (JPP) Programmes, including regular monitoring of both the programmes.
  • Screen and distribute correspondence providing/attaching background information or related file and forwarding to TO-CSS/FEL and other staff as relevant, 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 including address lists, brochures and reference files. Responsible for dispatch of outgoing correspondence, placement requests,
  • Letter of Awards, Payment instructions, etc. duly ensuring that appropriate enclosures are attached with the communications.
  • Assist in updating of Fellowships website by uploading latest information on a regular basis.
  • Assist in monitoring the receipt of Fellowship Termination of Studies Report (FSTRs) and Utilization of Studies Reports (UOSRs) and technical evaluator comments from WCO/units.
  • Support in disseminating information regarding Training programs being held by various institutes to technical departments of SEARO for their technical review of the course/ training/.
  • Assist in operating, maintaining, and updating the Fellowship Management System (FMS) by filing and recordkeeping in all its completeness, including scanning and indexing.
  • Ensure timely receipt of JPP monthly reports including filing them and release of their monthly payments.
  • Receive visitors and telephone calls, answering queries and\or redirecting them to appropriate staff
  • providing background information on purpose of appointment.
  • Assist overall functioning of the unit during absence of other team members.
  • Perform any other related duties as required or instructed by the supervisor, 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 WHO.
  • Ability to draft standard correspondence and essential skill for maintaining online database.
  • 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
  • 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 724,723 (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.
  • 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.
  • For information on WHO’s operations please visit: http://www.who.int.
  • 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 for WHO jobs.
  • 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.
  • 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.
    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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To apply for this job please visit careers.who.int.