VACANCY NOTICE NO. WRO/VN/2015/4 Issue Date: 5 February 2015 Title Post No. Grade Duty Station Organizational Location Duration Closing Date: 26 February 2015 : : : : : : Team Assistant 361947 ND.4 New Delhi, India WHO India Country Office Two years MAIN DUTIES TO BE PERFORMED Under the overall guidance of WR India and direct supervision of NPO (Administration) for providing administrative assistance, the incumbent will perform the following duties: 1. Draft replies to general and administrative correspondence on the basis of instructions or on own initiative, and finalize such correspondence. 2. Using GSM, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative. 3. Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services requests (GES). Monitor and record receipt of deliverables, and initiate and monitor payments as needed. Initiate, through Oracle/GSM procurement module, and monitor and receipt of deliverables. 4. In collaboration with senior administrative support staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner. 5. Type, edit for language and grammar, correct and format, in accordance with WHO and departmental styles, technical reports and documents, tabular materials and assist in preparing presentations. 6. Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested. 7. Assist in maintaining filing systems, ensuring correct file numbers in the outgoing correspondence so that documents pertaining to various WCO activities are traceable and accessible as required. 8. Screen and receive visitors and telephone calls with tact, discretion, maintain calendar of appointments, answer queries and/or redirect visitors and callers with diplomacy and courtesy, obtain background information on the purpose of appointments. 9. Support the organization of team and departmental meetings, workshops, seminars, etc, including the typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation. 10. Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required Page 2 of 2 EDUCATIONAL QUALIFICATIONS, EXPERIENCE, ETC. Competencies Knowledge & Skills Qualifications Required - Communicating in a credible and effective way - Knowing and managing yourself - Producing results - Fostering integration and team work - Ability to draft routine correspondence. - Ability to use Word Processing Equipment; knowledge of use of other software applicatons on advantage. - The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training and/or self-training. He/she keeps abreast of changes in procedures and practices, regulations and rules, organizational structure, in WCO-India. Essential: Completion of secondary school education or equivalent. Desirable: University degree in the area of administration or training in secretarial work is an asset. Experience Essential: At least 3-4 years of general clerical and administrative work experience. Desirable: Experience in WHO, other international organizations or UN Agency would be an advantage. Languages Excellent knowledge of written and spoken English and working knowledge of local language. LATE APPLICATIONS WILL NOT BE ACCEPTED Notes: 1. Applications addressed to Human Resources, World Health Organization, Country Office for India, should be submitted through e-mail to [email protected]. The subject line of the e-mail should contain “Vacancy Notice No. WRO/VN/2015/4” only. a. Staff member applicants, including temporary staff, should attach one copy each of WHO 824E and WHO Personal History Form (PHF) (signed and duly completed in all respects); b. External applicants should attach a brief resume giving details of relevant work experience and qualifications; c. Applicants from the United Nations or Specialized Agencies should apply through their Personnel Officers, and should attach completed personal history forms; 2. Separate applications are required for more than one vacancy; 3. A written test, using computer, will be held for the short-listed applicants. Their performance in written test will decide applicant’s eligibility to appear in the interview; 4. External candidates will be contacted only if under serious consideration; 5. WHO is committed to workforce diversity; 6. WHO does not recruit smokers or other tobacco users; 7. Please contact the Human Resources, World Health Organization, Country Office for India, New Delhi for any further details. WHO has a smoke-free environment