OBJECTIVES OF THE PROGRAMME

The Administrative Services Unit (ASU) provides collaborative, client-focused, quality and results-oriented administrative eservices to all staff primarily in the Regional Office (RO), but also in the eleven country offices within the South-East Asia Region. The aim is to provide efficient and reliable delivery of comprehensive services in the area of security, building & office services, asset management & supplies, records& archives, travel & transportation, conference & logistics to staff in order to enable them to carry out their mandate at ease.

DESCRIPTION OF DUTIES

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.

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

Desirable: Experience in WHO or in another UN/international organization would be an advantage.

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.

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. Intermediate knowledge of Hindi

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 1,078,604 (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 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.
• 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 shws@who.int.
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click this link for detailed guidance on completing job applications: Instructions for candidates

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements