Executive Assistant

The objective of the programme is to contribute to the prevention and control of vaccine-preventable diseases (VPD), with focus on measles elimination, rubella/congenital rubella syndrome control, the polio end-game, and elimination of maternal and neonatal tetanus. To establish sustainable systems of (a)immunization that ensures access for all people to effective vaccination against disease of major public health importance; and (b) surveillance as an integral part of disease control initiatives. To promote vaccine quality assurance from production through delivery, including development of new vaccines.

DESCRIPTION OF DUTIES

• Under the direct supervision of Virologist and broad guidance of the Coordinator, IVD, the incumbent provides office support for the smooth running of the programme/unit in the following areas:

Procurements

• Assist in procuring supplies and equipment by compiling and consolidating requests received from time to time from the regional and country offices;
• Provide funding details and assist in processing the request for submission to PCS Coordinate with the PCS for the processing of supplies and equipment requisitions.
• Compile and periodically update the inventory/listing of procurements executed at SEARO as well other items (including their purchase details) Maintain an inventory of supplies and equipment and appropriate reports to monitor procurement details and deliveries.
• Assists in supply monitoring as a part of overall programme monitoring
• Coordinate with Budget Office/SEARO and Country Offices for effective and efficient use of funds.

Office management

• Review incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies 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 filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information search as required
• Provide guidance to other staff on office procedures and WHO standards

Programme support

• Provide support in the monitoring implementation of the workplan, including timely information on budget ceiling/award budgets, monitor income and expenditure and funds available; follow up on financial/budgetary issues and ensure timely processing of committal documents; assist in the preparation of financial and technical progress reports to donors
• Prepare contracts for consultants, Agreement for Performance(APW), Technical Services Agreements (TSA) and General External Services requests (GES); record receipt of deliverables and initiate and monitor payment
• Initiate requisitions for goods procurement and record receipt of deliverables Meeting

Administration/Duty Travel

• Coordinate administrative preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations
• Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting
• Prepare travel requests for official travel, 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
• Schedule unit meetings and prepare minutes

Other Duties

• Handle visitors and telephone calls and take action as appropriate, providing background information for appointments
• Perform other related duties as required or instructed, including providing 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 five (5) years’ experience in secretarial/clerical/administrative work with further experience in procurement.
• 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

Use of Language Skills

• Essential: Expert knowledge of English language

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403711&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta