Executive Associate

OBJECTIVES OF THE PROGRAMME

The office of the Regional Director provides leadership, strengthens governance and fosters partnerships collaboration with countries, the UN systems and other partners, stakeholders in order to fulfill the mandate of WHO for Universal Health Coverage. The overall objective is to ensure the efficient and effective development, implementation and evaluation of the collaborative programmes of WHO in the South-East Asia Region (SEAR).

DESCRIPTION OF DUTIES

Under the direct supervision of the Executive Officer to the RD (EO) and also under the overall supervision of the RD, the incumbent will;

1. Compile and maintain relevant information/documentation, prepare/assemble information/notes relating to Executive Management Meetings, Senior Staff Meetings, WRs meetings, programme review meetings and other important meetings;
2. Coordinate and assemble inputs from Directors/Regional Advisers and WHO Representatives in response to RD's requirements on management and policy issues and put up with background information to EO/RD;
3. Coordinate the preparations of RD's briefing material for World Health Assembly (WHA)/Executive Board (EB)/Regional Committee (RC)/Meeting of Subcommittee on Policy and Programme Development and Management (SPPDM)/Meetings of Health Ministers and Health Secretaries/RDs meeting with WHO Representatives as well as RD's attendance at other important meetings, etc.
4. Initiate administrative follow-up actions, as necessary, in response to RDs directives as well as for important policy meetings such as RCs/EBs/WHAs.
5. Screen and review all incoming correspondence, documents and reports, identify and highlight those important issues requiring urgent action/decision, submit to RD will full background information.
6. Review outgoing correspondence including those prepared by the technical units for accuracy of information, adherence to procedural instructions, format, channel of communications, discussing shortcomings with the concerned unit.
7. Organize official visit of RD including preparation of related administrative communication to WRs, preparation of briefing notes, and files for official visits to countries/other Regional offices/HQ as well as those for SPPDM and Management meetings, Regional Committee session, WRs meetings in conformity with respective programmes/agendas.
8. Provide administrative support to RD, preparing/drafting general correspondence for signature of RD; summarize/take minutes of internal and important meetings, keeping a follow up of the actions taken on recommendations made in these meetings.
9. Undertake searches of reference materials/documents from technical units, library, intra/internet and other sources on specific subject matter(s) or specific purposes, contribute to drafting of briefing reports, important background notes/summaries, ensure confidentiality of classified information/documents.
10. Maintain close follow-up with health services and administrative units on matters directly related to activities of RDO; keeps RD informed of developments, prepares flow of information during his/her absence, having scrutinized important communications, maintains follow-up on its various items.
11. Arrange appointments and maintain RD's calendar, place and screen telephone calls and answer queries with discretion. Be responsible for all arrangements related to organization and preparation of staff meetings and other group educational activities of special meetings and takes minutes and/or notes.
12. To act for NPO (RDO) in his/her absence.
13. Perform other related duties, as required from time to time.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school, supplemented by secretarial training or office administration.
Desirable: University degree would be an asset.

Experience

Essential: At least ten (10) years' progressively responsible work experience in senior secretarial/administrative positions in WHO.
Desirable: -

Skills

Thorough knowledge of SEARO office procedures, relevant WHO policies, administrative rules, practices; good knowledge (or ability to acquire it) of general rules relating to RC, EB, WHA, relevant bodies and their documentation. Very good knowledge of organization structure and functions of SEARO and preferably programme divisions in HQ. Ability to work expeditiously under pressure; draft clearly/concisely correspondence/reports; Ability to use data/word processing equipment. Knowledge of relevant software applications. Ability to work harmoniously as a team member. Maintain a high standard of personal conduct.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Knowing and managing yourself
• Producing results

Use of Language Skills

Essential: Expert knowledge of English.
Desirable: 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 1,367,639 (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 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.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• Staff members in other duty stations are encouraged to apply.

• For information on WHO's operations please visit: http://www.who.int.

• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.