[Career Site] Executive Assistant (Budget & Finance) at WHO
OBJECTIVES OF THE PROGRAMME : To provide accounting policy guidance on income/ awards and budgetary management support across the SEA Region. Ensure effective financial controls exist and are properly managed. Ensure income is managed appropriately for all sources of funding, and advise budget centres on all aspects of income and awards management. Monitor the general ledger and sub ledgers and take action where necessary to correct errors. Coordinate the monthly and annual financial closure processes at country and regional level. | |||
| Description of duties: Under the direct supervision of the Executive Associate, Budget and under the overall guidance of the Budget and Finance Officer (BFO), the incumbent will assist BFO and perform a variety of BFU tasks as follows: A.Maintain Unit's records and reference files on various subjects including any technical or reference material library maintained by Budget and Finance Units (BFU). B.Receive, screen and log incoming pouches, correspondence, reports, documents, etc., and route to supervisors with background information. Draw supervisors' attention to urgent issues, deadlines, errors in procedures or inadequacy of information, maintain close follow-up on target dates for submission of reports to the senior management. C.Prepare wide variety of material from drafts and printed texts. Proofread all work for correctness and prepare spreadsheets and reports using databases. D.Dispatch outgoing pouches, correspondence, notices, confidential material, ensuring enclosures and prepare draft minutes, collect and maintain centralized files for record keeping and follow up action. E.Perform secretarial duties including drafting from oral instructions, all outgoing correspondence, and documents of financial nature such as payment instructions, ensuring grammatical accuracy, spelling, punctuation and format and conformity with guidelines related to WHO correspondence. F.Provide secretarial services for preparation of Budget and Finance documents and publications, maintain log of supplier invoices and CPP files, submitting Form 736 to GSC, maintaining VAT records, review DFC receipts recorded by WHO country offices, initiate HR Actions Plans (HRAPs) for issuance of vacancy notices (VNs), contract appointments/extensions, separation actions and any other HR actions and purchase requisitions on behalf of BFU. G.Act as Leave Administrator for BFU, ensuring and following up with staff that all relevant data are correctly and timely entered. H.Arrange appointments, screen telephone calls, receive visitors, redirect as appropriate; make travel arrangement and prepare travel requests/claims as required. I.Maintain and update reference documents, address lists, SEARO policy etc. Assist in searching, compiling and maintaining information/material relevant to the programme, for preparation of reports and documents. J.Provide back-up support in the absence of other BFU staff, and perform related duties as required. | |||
| REQUIRED QUALIFICATIONS | |||
| Education: *Essential Completion of Secondary school education. Desirable Training in computer applications including excel, word and power point. WHO only considers higher educational qualifications obtained from an accredited institution. The list can be accessed through this link: http://www.whed.net/ | |||
| Skills: Functional Knowledge and Skills Demonstrated knowledge of administrative principles, procedures, and practices. Ability to understand and apply administrative rules and procedures. Ability to draft routine correspondence and verify sources of documentation and data. Knowledge of spreadsheets and proficiency in application of excel skills as applied to data generated from the GSM. Competencies: *1. Team Work *2. Communication *3. Respecting and promoting individual and cultural differences 4. Producing Results 5. Knowing and Managing Yourself Other skills: 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. | |||
| Experience: *Essential: At least five years of experience in performing administrative and secretarial functions. Desirable: Experience in a UN Organization or International Organization is an asset. | |||
| Additional Information: NOTE: In addition to position-specific test, external candidates will be required to qualify mandatory tests in English language and computer skills. 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. The written test for shortlisted candidates will tentatively be held during the week starting 14 - 30 September 2015. Candidates are advised to make themselves available during that week. External candidates will be contacted only if under serious consideration; This position is subject to local recruitment and will be filled only by a national of India, willing to relocate within commutable distance. Other benefits include: 30 days annual leave, child allowance, pension plan and medical insurance. Please visit the following websites for detailed information on working with WHO: http://www.who.int - To learn more about WHO's operations http://icsc.un.org - Click on: Quick Links > Salary Scales > by date | |||
| Annual salary: (Net of tax) INR 590647/- at single rate https://erecruit.who.int/public/hrd-cl-vac-view.asp?o_c=1000&jobinfo_uid_c=31848&vaclng=en | |||
