Executive Assistant

WHO India Country Office collaborates with the Government of India and relevant stakeholders within the framework of the collaborative Country Cooperation Strategy (CCS) to actively support the development and implementation of national health policies, strategies and plans aiming at promoting access to and utilization of affordable and quality health services and improving the financial protection against health-related risks. The Country Office contributes to providing technical support in developing national policies, strategies and activities in the area of health systems strengthening including, (i) advocating for Universal Health Coverage and building up national capacity in UHC-related matters; (ii) facilitating the adoption of evidence-based public health interventions as well as appropriate reforms/changes with a view to promote equity and accelerate the movement towards universal health coverage. Underlying Values and Core Functions of WHOWHO’s mandate revolves around six (6) leadership priorities specifying (i) advancing universal health coverage; (ii) health related sustainable development goals; (iii) addressing the challenge of non-communicable diseases and mental health, violence and injuries and disabilities; (iv) implementing the provisions of the International Health Regulations (2005); (v) increasing access to quality, safe, efficacious and affordable medical products; (vi) addressing the social, economic and environmental determinants of health. The South-East Asia Region (SEAR) of WHO is made up of 11 countries, with over 1.9 billion people, with India’s population of 1.4 billion. All the Member States of WHO/SEAR (Bangladesh, Bhutan, Democratic People’s Republic of Korea, India, Indonesia, Maldives, Myanmar, Nepal, Sri Lanka, Thailand, and Timor-Leste) share the common value of the highest attainable standard of health as a fundamental human right. All of WHO actions are based on this and rooted in the underlying values of equity, solidarity and participation. The mission of WHO India is to improve quality of life of the 1.4 billion people in India by supporting the government in eliminating vaccine preventable and other communicable diseases, reducing maternal and neonatal mortalities, promoting healthy lifestyles, addressing determinants of health, preparing and responding to health emergencies and strengthening health systems for universal health coverage. Mission of the WHO Country Office for India Within the framework of WHO’s Country Cooperation Strategy the mission of the WHO Country Office is to support India in: (i) developing and sustaining its own health policies, health systems and public health programmes; (ii) working to prevent and overcome threats to health; (iii) anticipating future challenges; and (iv) advocating public health.

Duties:

Under the overall guidance of the Administrative Officer, and the direct supervision of the Deputy Head of WHO Country Office, and within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

• Provide support and input to the immediate supervisor on aspects of planning, resource allocation and human resources management of the programmes and projects of the Department. Brief staff at all levels on budget, financial, administrative, HR- and other procedures and practices and monitor the correct use of the WHO Financial Rules and Regulations by staff in their implementation of funds.
• Cross-check obligating documents available from GSM or other on-line systems, monitoring the availability of funds and alerting to upcoming shortfalls, updating files, and transferring funds as instructed; upon instruction clearance of obligating documents, checking them for completeness, and following up on missing elements as required.
• Monitor expenditures and alert supervisor on issues of compliance with work plans, financial rules and regulations and award agreements. Follow up on the mid-term reviews and the end of year of biennium closure of accounts exercise for the Department.
• Review contractual documents, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests; prepare appropriate draft contracts for individuals or service providers such as APW’s, and other contract modalities. Monitoring the staffing level of the Department, keeping track of all contract extensions and renewal deadlines, checking and ensuring that funds are available for the proposed contract and ensure that the renewal of contracts for staff are carried out in a timely fashion, maintaining and updating the Departmental HR plans accordingly, acting as leave administrator for the Department.
• Monitor and follow-up on programme implementation-levels, drawing the attention of the Supervisor to problems, inconsistencies delays and other anomalies detected.
• Provide assistance on the Department’s HR-administrative issues.
• Manage the smooth running of the administrative functions in the Department, including maintaining an up-to-date status of the office space and acting as the office space focal point for the Department.
• On own initiative draft routine correspondence, and upon instructions and guidance draft correspondence of a non-routine character; finalize correspondence/reports for signature; analyse incoming correspondence and requests, researching, obtaining and attaching background information where required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned to urgent items and deadlines.
• Take minutes in the Departmental group meetings.
• Provide administrative and logistical assistance in the context of the organization of meetings relating to the work of the Department.
• Perform other related duties as required or instructed, including providing support to other areas of work as assigned.

Education

Essential:

• Completion of secondary school education or equivalent.

Experience

Essential:

• At least five (5) years of relevant experience.

Skills:

• The incumbent is expected to stay current to developments in his/her area though attending on-house and on-line training courses.

Language Skills:

Essential:

• Expert knowledge of English. Expert knowledge of Hindi.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2500024