Vacancy Notice Senior Secretary Position

VACANCY NOTICE NO. SEAR 2012/33
Issue Date: 05 October 2012 Closing Date: 25 October 2012
Title
Senior Secretary
Duty Station
New Delhi
Post No.
338745
Organizational Location
HEP / HSD / SEARO
Grade
ND.5
Duration
Two years
MAIN DUTIES TO BE PERFORMED:
Provide full administrative support to the HEP Unit including:
1.
Assistance in planning and managing administrative/logistics aspects of organizing Regional scientific or group educational meetings, seminars, workshops and hiring resource persons/consultants which involves:

securing requisite administrative authorizations in SEARO as needed; finalizing (non-technical) documents e.g. Planning Committee Meeting forms; preparation of meeting budgets etc.

working with WHO country offices to complete local requirements e.g. securing nominations; visa letters etc.

managing administrative issues around consultancies particularly completing Global Management System (GSM) requirements from requesting Agreement for Performance of Works to uploading final consultancy reports.
2.
Perform a wide array of duties relating to the administrative aspects of the programme such as



Receive, screen and log incoming correspondence, reports, documents etc., and route to Supervisor with full background information, maintain follow-up system on responses and deadlines.

Draft/prepare general correspondence on brief instructions or own initiative.

Prepare Agreement for Performance of Work, Travel Request, Request for Price Estimate, Non-catalogue request and Imprest Purchase Order etc.

Initiate administrative actions for recruitment of TIPs, TAs.

Arrange appointments/meetings and maintain Supervisor’s calendar, receive visitors, screen telephone calls, respond to requests for information and queries with discretion; take notes at meetings and prepare minutes.

Make travel arrangements for Supervisor and official visitors

Compile CVs of candidates and experts and other documentation relating to recruitment of staff and short-term staff.
3.
Monitor and management of implementation including financial analysis of programme activities in GSM and submit report to the supervisor on a regular basis.
4.
Open, organize, and maintain policy, confidential and general files, reference system, address lists and other reference documents.
5.
Perform other related duties, as required.
Page 2 of 2
EDUCATIONAL QUALIFICATIONS, EXPERIENCE, ETC.
Competencies

Communicating in a Credible and Effective Way

Producing Results

Fostering Integration and Teamwork

Moving forward in a Changing Environment
Functional Knowledge & Skills
1.
Thorough knowledge of modern office practices and operations.
2.
Ability to draft standard correspondence, summary of meeting, etc.
3.
Ability to use word processing equipment
4.
Knowledge of use of other software applications, an advantage
5.
Knowledge and experience of working in WHO and/or other UN agencies are desirable.
Education Qualifications
Essential: Completion of Secondary Education
Desirable: Secretarial Training
Experience
Essential: At least 5 years experience in Secretarial/Clerical positions.
Desirable: Experience of working with technical teams/units. Experience in WHO or in another international Organization
Languages
Excellent command of spoken and written English
LATE APPLICATIONS WILL NOT BE ACCEPTED
Note:
1.
Staff member applicants, including temporary staff, should submit five copies of WHO 824E and one copy of the WHO Personal History Form (PHF).
2.
External applicants should submit a brief resume giving details of relevant work experience and qualifications. Vacancy Notice number should be mentioned on the application and separate applications are required for more than one vacancy.
3.
Applicants from the United Nations or Specialized Agencies should apply through their Personnel Officers, and should attach completed personal history forms.
4.
Applications should be addressed to the Regional Personnel Officer (Attn: Personnel-Recruitment Unit), World Health Organization, Regional Office for South-East Asia, Indraprastha Estate, Mahatma Gandhi Marg, New Delhi-110 002.
5.
A written test, using computer, will be held for the short-listed applicants. The performance in written test will decide applicant’s eligibility to appear in the interview.
6.
External candidates will be contacted only if under serious consideration.
7.
WHO is committed to workforce diversity.
8.
WHO does not recruit smokers.
9.
Please contact the Personnel-Recruitment Unit, World Health Organization, Regional Office for South-East Asia, New Delhi for any further details.