Executive Assistant (Programme)

This vacancy notice will be used to establish a roster of qualified candidates for the position of Executive Assistant (Programme), Grade G4 and G5, in WHO Country Office Indonesia. Placement on the roster does not guarantee appointment to a position. Decisions on selection and appointment will be taken through a separate process.

PURPOSE OF THE POSITION

The incumbent provides secretarial support and clerical support to a group of staff members to the assigned department within Technical Unit of WCO INO.

OBJECTIVES OF THE PROGRAMME

To provide administration support services for the entire assigned Technical Unit operations of office and programme support both offline and online in GSM in response to the programme requirements of WHO collaborative programmes and Country Office operation.

SUMMARY OF ASSIGNED DUTIES

Under the direct supervision of National Professional Officer (Programme Operations Officer), and broad guidance of the Administrative Officer to Indonesia, the incumbent provides office and secretarial support as follows:

Grade G4

Office support:

1.      Screen and distribute incoming correspondence, attaching background information or related file and forwarding to staff concerned, highlighting issues requiring attention; draft replies to general and administrative matters; type technical reports and documents, tabular materials, etc., ensuring conformity with WHO standards; assist in preparing presentations; follow-up on deadlines to ensure timely response.

2.      Obtain documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance.

3.      Maintain filing systems and ensure easy accessibility and retrieval of records.

Programme support:

1.      Prepare contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed.

2.      Initiate requisitions for goods procurement and record receipt of deliverables.

Meeting/ Duty Travel:

1.      Support the organization of meetings, workshops, seminars, etc, including typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.

2.      Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and other related matters as requested.

3.      Receive visitors and telephone calls, answering queries and\or redirecting them to appropriate staff providing background information on purpose of appointment.

4.      Replace Executive Assistant during absences (if applicable); perform other related duties as required or instructed, including provision of support to other areas of work.

Grade G5

Office support:

1.      Screen and distribute incoming correspondence, attaching background information or related file and forwarding to staff concerned, highlighting issues requiring attention; draft replies to general and administrative matters; type technical reports and documents, tabular materials, etc., ensuring conformity with WHO standards;  assist in preparing presentations; follow-up on deadlines to ensure timely response.

2.      Obtain documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance.

3.      Maintain filing systems and ensure easy accessibility and retrieval of records.

Programme support:

1.      Prepare contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed.

2.      Initiate requisitions for goods procurement and record receipt of deliverables.

Meeting/ Duty Travel:

1.      Support the organization of meetings, workshops, seminars, etc, including typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.

2.      Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and other related matters as requested.

3.      Receive visitors and telephone calls, answering queries and\or redirecting them to appropriate staff providing background information on purpose of appointment.

4.      Perform other related duties as required or instructed, including provision of support to other areas of work.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education

Desirable: Training in secretarial practices and any other relevant training on administration, finance, and procurement is highly desirable. University degree is an asset.

Experience

Essential: At least three (3) years of experience for G4 and five (5) years for G5 in secretarial, clerical, or administrative work.

Desirable: Experience in WHO or in another UN/International organization would be an advantage.

Functional Knowledge and Skills

1.      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.

2.      Ability to draft standard correspondence.

3.      Ability to handle work in a timely and accurate manner with tact and discretion, as required.

4.      Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.

WHO Competencies

1.      Teamwork

2.      Respecting and promoting individual and cultural differences

3.      Communication

4.      Producing results

5.      Moving forward in a changing environment

Use of Language Skills

Excellent knowledge of written and spoken English and Indonesian language.

Other Skills (e.g. IT)

Work is performed in normal working environment. Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook etc.) and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable.

REMUNERATION

Remuneration comprises an annual base salary starting at IDR 191,748,000 for G4 and IDR 256,939,000 for G5 (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 and/or an asynchronous video assessment may be used as a form of screening.

·         In the event 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.

·         According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

·         Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and eManual.

·         The Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.

·         WHO is committed to creating a diverse and inclusive environment of mutual respect. WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

·         WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.

·         Persons with disabilities may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to reasonableaccommodation@who.int with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.

·         An impeccable record for integrity and professional ethical standards is essential. 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 (https://www.who.int/about/who-we-are/our-values) 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.

·         WHO also offers a wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

·         The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

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

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

·         Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int .

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Qualifications

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