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Office Assistant

New Delhi

  • Organization: WHO - World Health Organization
  • Location: New Delhi
  • Grade: Administrative support - GS-3, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
  • Closing Date: Closed

OBJECTIVES OF THE PROGRAMME

The Administrative Services Unit (ASU) provides collaborative, client-focused, quality and results-oriented administrative services 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 Executive Associate and overall supervision of the Administrative Officer, the incumbent will perform the following duties:

1. Assist in receiving, verifying and checking all incoming consignments of office supplies against the purchased requisitions/orders.

2. Receive and record all supplies in global management system (GSM) and stock management system (SMS) and maintain up-to-date records of inventories on day-to-day basis, including consumption, balance stock and timely placement of reorder of supplies.

3. Assist in timely processing of invoices of the received supplies and maintain complete records.

4. Organize physical upkeep of various stores of administrative supplies, office ICT equipment, sundries, etc, including storages of drugs and pharmaceutical products according to established methods.

5. Assist in issuance of office supplies to units in SEARO as per their requisitions and also assist in assembling/packing and dispatching of supplies for meetings outside SEARO and any stored drugs or pharmaceutical products to countries, as per the specific instructions of the units.

6. Assist in issuance of uniforms to SEARO eligible staff against appropriate requisitions and ensure their cleanliness, maintenance and proper records.

7. Assign locations to all received goods and apply suitable storekeeping procedures and methods in arranging space. Organize proper storage of drugs/pharmaceutical products at appropriate temperature operating conditions.

8. Assist in identifying, segregating and reporting to supervisor on expired/obsolete items for disposal or any break-down of cold storage equipment.

9. Assist in periodical physical verification of fixed assets and inventories and updating data in GSM. Prepare monthly inventory of items in the storerooms.

10. Provide back-up support in the absence of other office assistants of the unit.

11. Perform any other duties, as assigned by supervisors.

REQUIRED QUALIFICATIONS

Education

Essential: - Completion of secondary education
Desirable: Training in secretarial practices. University degree is an asset.

Experience

Essential: - At least two (2) years' experience in secretarial/clerical/administrative work.
Desirable: Experience in storekeeping,inventory management, especially in storage of drugs and vaccines, maintainingcold chain, preferably in an international organization

Skills

- Must be able to classify any material received for storage to maintain records and to check supply requests.- Must be methodical in arranging stores and maintaining stock records.- Knowledge of cold chain and/or pharmaceuticals.- Ability to draft standard correspondence; Working knowledge of typing and ability to use computer.- Ability to handle work in a timely and accurate manner with tact and discretion, as required.

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 496,317 (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.
  • WHO is committed to workforce diversity.
  • 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.
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
This vacancy is now closed.
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