Website World Health Organization (WHO)
Executive Assistant (Programme)
Contractual Arrangement: Temporary appointment under Staff Rule 420.4
Contract Duration (Years, Months, Days): 1 Year
Job Posting: Oct 28, 2021, 2:32:45 PM
Closing Date: Nov 18, 2021, 4:44:00 AM
Primary Location: Nepal-Kathmandu
Organization: SE_NEP WR Office, Nepal
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.
OBJECTIVES OF THE PROGRAMME
The objective of the WHO Nepal Country Office is to implement the Country Cooperation Strategy by supporting the Nepal Government in the formulation, implementation and evaluation of national health policies, strategies and plans and developing and managing WHO’s technical cooperation programmes at the country level. WHO provides guidance and technical support in reducing environmental risk factors in line with Country Co-operation Strategy, WHO’s global commitment in this area and in order to achieve relevant targets specified in SDG. The Country Office develops collaboration with the Government of Nepal and relevant stakeholders in support of their efforts to improve environmental health condition through assessment, evidence based research and management of environmental risks resulting from use of unsafe water, lack of sanitation, climate change, outdoor and indoor air pollution and haphazard use of chemicals; development of guidelines, standards, handbooks and piloting on major environmental hazards to health; capacity building, initiatives to promote development and implementation of environmental friendly policies and plans that promote human health and implementation of relevant projects being implemented at country level.Within this framework, the immediate Unit, Administration’s objective is to facilitate programme delivery by providing timely managerial and administrative services to programme delivery collaborators, staff and consultants in all aspects of administrative and financial operations including budget and finance, human resources, fellowships, procurement, travel, ticketing and transportation, logistics, building management, safety and security of staff, information technology including GSM operations, telecommunications and protocols. Further, to provide accurate guidance, information and practices which lead to full compliance and accountability with the Organization’s established rules and regulations.The specific position will support and deliver a full range of administrative/programme support services offline and online in GSM in response to the administrative/programme requirements of WHO Collaborative Programmes in the assigned units in WCO.
DESCRIPTION OF DUTIES
Under the direct supervision of Public Health Administrator and overall guidance of the WHO Representative to Nepal, the incumbent provides support in the following areas:
- Review incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure outgoing correspondence and reportsconform to WHO standards; develop tracking tools to follow up target dates and deadlines;
- Createand/or maintain filing systems and ensure updated information; obtain documentsand information from in-house and external sources and perform information search as required;
- Provideguidance to other staff on office procedures and WHO standards.
- Provide support in the monitoring implementation of the work plan, including timelyinformation on budget ceiling / Workplan funding / 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 , drawing theattention of the supervisor / or monitoring unit or other senior staff toproblems, inconsistencies and delays;
- Prepare contracts for consultants, Agreement for Performance (APW), Technical ServicesAgreements (TSA), Direct Financial Cooperation (DFC), Imprest Purchase Order(IPOs), General External Services requests (GES) and other obligation documents as and when required, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests; record receipt of deliverables and initiate and monitor payment;
- Initiate requisitions for goods procurement, IT equipment and record receipt of deliverables;
- Assist in generating reports to monitor encumbrances, expenditures time to time fromGSM, timely de-encumber unspent encumbrances; monitors award end and close date to implement on time on GSM and work plan funding, distribution of awards; Assist in preparation of programme change, AAR, ADR, AMR related documents;
- To keep track of all contract extensions and renewals, checking and ensuring thatfunds are available for the proposed contract;
- To assist in the review of budget proposals by government or other stakeholders and propose necessary revisions in conformity with WHO rules and standard practices;
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 attendingthe meeting;
- Assist in preparation of Travel Request (TR) in GSM in accordance with WHO travel policy for non WHO participants for WHO meetings/workshops/seminars outside the country and assist in making travel arrangements inclusive of visa processing;
- Schedule unit meetings and prepare minutes;
- Perform other duties as assigned by the Supervisor and other senior colleagues in WR Office.
Essential: Completion of secondary school education
Desirable: Training in secretarial practices; Training, certificates and/or courses in administration and accounting. University degree would be asset.
Essential: At least five (5) years’ experience insecretarial/clerical/administrative work
Desirable: Relevant work experience in WHO and/or in another UN/International organization would be an advantage.
Thorough knowledge of modern office procedures and practices; the incumbent keeps abreast of changes inprocedures and practices, rules and regulations, organizational structure, inthe department, and WHO.Abilityto handle work in a timely and accurate manner with tact and discretion, asrequired.Abilityto maintain and update knowledge in the use of office technology throughin-house courses, on-the-job training and/or self-training.Technicalexpertise and overall attitude of work are also required competencies.
- Respecting and promoting individual and cultural differences
- Producing results
- Knowing and managing yourself
Use of Language Skills
Essential: Expert knowledge of English.
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 NPR 1,266,580 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
- 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 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.