Executive Assistant (Administrative Support)

OBJECTIVES OF THE PROGRAMME

To provide administrative support in the Administration unit.

DESCRIPTION OF DUTIES

Under the direct supervision of the Administrative Officer and general guidance from the WHO Representative, the incumbent will perform the following duties:

1. Ensure the coordination of Security and safety for overall personnel is established and updated.

2. Liaise with UNDSS to ensure the Minimum Operating Security Standards (MOSS) compliance, timely report on security-related incidents, disseminate security and travel advisory information and arrange security briefings and training of staff.

3. Assist in business continuity actions in compliance with decisions made by the Business continuity management team.

4. Ensure effective administrative support, including travel, assets management, local service requirements, visas, UNLP, insurance, transportation, logistics, etc.

5. Ensure appropriate asset management and provide relevant reports to the management.

6. Ensure effective space management within the premises and ensure the premises management plan is running smoothly for maintenance and usage.

7. Ensure proper administration of physical facilities and office arrangements for team members including office equipment, furniture, and supplies for the office.

8. Provide administrative support to the team members including the processing of correspondences; requisition of office supplies and inventory; maintaining a filing system.

9. Maintain a database including contact information of internal, counterparts, resource persons, and supervisors from the regions.

10. Responsible to manage overall office vehicles and the fleet, including registration and maintenance.

11. 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.

12. Perform other related duties, as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent technical or commercial education.
Desirable: Training in Accounting, Administration, and/or in the Management field is desirable. A university degree is an asset.

Experience

Essential: At least five (5) years of relevant experience in the area of administration, logistics, assets management, security, and/or office management.
Desirable: Familiarity with WHO policies and practices. Working experience in administration with WHO or other UN Agencies at the national and international level is an asset.

Skills

• Work requires maintaining up-to-date knowledge of any changes to the standard operating procedures.
• The incumbent is also expected to maintain computer skills including skills Global Management System, to the standard of the Organization by self-study or in-house training.
• Knowledge of WHO rules, regulations, policies, and practices would be an asset.

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. Expert knowledge of Bahasa Indonesia.

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 IDR 214,519,000 (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 [email protected]

• 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 [email protected].

• 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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