Jul 20, 2016

Executive Assistant | WHO (World Health Organization) Delhi, India

Job Details:
Description of duties:
Under the direct supervision of Coordinator - Emerging Diseases (CED) and broad guidance of the Director, Communicable Diseases (CDS), the incumbent provides office support for the smooth running of the programme/unit in the following areas:
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, draft presentations; 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 work plan, 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; liaise and coordinate with country offices on the implementation of the workplan related to the concerned programme
- 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, obtain security clearances, ensure travel related payments are received; prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues; Follow up on travel claims and maintain records of duty travel reports.
- 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...
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