World Health Organization (WHO)
Position Title: Executive Assistant (Programme)
Contractual Arrangement: Fixed-Term Appointment
Contract duration: Two years
Primary Location: Nepal-Kathmandu
Organization: SE_NEP WR Office, Nepal
Salary: NPR 1,096,106 (annual)
Closing Date: Apr 11, 2018, 3:44:00 AM
DESCRIPTION OF DUTIES
Under the direct supervision of Medical / Technical / National Professional Officer and broad guidance of the Administrative Officer / WHO Representative to Nepal and in close collaboration with the management officer of the cluster or other support structures, 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 reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines;
- Create and/or maintain filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information search as required;
- Provide guidance to other staff on office procedures and WHO standards.
- Provide support in the monitoring implementation of the work plan, including timely information 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 the attention of the supervisor / or monitoring unit or other senior staff to problems, inconsistencies and delays;
- Prepare contracts for consultants, Agreement for Performance (APW), Technical Services Agreements (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 from GSM, 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 that funds 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 attending the 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 in secretarial/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 in procedures and practices, rules and regulations, organizational structure, in the 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.–> Technical expertise and overall attitude of work are also required competencies.
- Respecting and promoting individual and cultural differences
Use of Language Skills
Essential: Expert knowledge of English.
The above language requirements are interchangeable.
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 1,096,106 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.