| Vacancy Notice No: SE/RO/GS/2015/18 Title: Executive Associate (Communication & Records) Grade: G7 Contract type: Fixed-term Appointment Duration of contract: Two years | Date: 25 August 2015 Application Deadline: 15 September 2015 Duty Station: New Delhi, India Organization unit: SE/DAF Director - Administration & Finance (SE/DAF) / SE/ASO General Support Services (SE/ASO) SE/CMR Communication & Records |
| OBJECTIVES OF THE PROGRAMME : To provide administrative assistance to Administrative Services Officer (ASO) in the entire range of activities of the Communication and Records unit. | |
| Description of duties: Under the general supervision of the ASO, the incumbent will lead the Communication & Records (C&R) team and perform the following duties: 1. Supervise, review and evaluate work of staff assigned; 2. Coordinate communications related activities comprising dispatch and receipt of diplomatic pouches, commercial mail/telegrams, telefaxes/faxes, distribution of mail/materials received and switchboard operations; 3. Oversee filing related work such as classification, recording, routing, filing of correspondence/documents etc., and orderly maintenance of SEARO officials archives; 4. Certify for payment all expenditures, on air/surface freight of diplomatic pouches/other material, on mail/telegrams, on telex/faxes, telephones, e-mail etc; 5. Determine comparative cost-effectiveness of alternative modes of communication options continuously; 6. Monitor maintenance of various UN/WHO Address Lists, Secretary's Guide Books, internal telephone directly and their timely updating; 7. Prepare correspondence, reports/evaluations, justifications on C&R related administrative/special tasks of general/confidential nature; 8. Ensure proper training of staff in alternative operational areas of C&R, for effective backstopping/replacement when require; 9. Advise senior administrative staff on C&R operations, technology up gradation options, streamlining procedures, staff performance, etc; 10. Participate in discussion/meetings to evaluate/revise procedures/practices, assesses their impact and recommends follow up actions; 11. Brief international personnel on Communication and Records operations in SEAR; 12. Plan budget for procurement of relevant services 13. Back-charge of the cost of services rendered to technical units and UN agencies 14. Maintain relevant imprest petty cash account 15. Initiate or oversee relevant GSM functions such as HR actions for all staff in the unit, procurement functions like APW and LTAs with supplier, creation of purchase orders (POs); uploading of invoices in GSM for final settlement; and monitoring and updating the POs for sufficient funds' 16. Oversee in-house printing of documents, reports, books, visiting cards, bulk photocopying and all related actions including supplies and equipment. 17. Focal point for records management and change management including updating of manuals, standard operating procedures, corresponding implementation, spearheading e-filing/archiving initiatives, etc. 18. Perform any other duties as required | |
| REQUIRED QUALIFICATIONS | |
| Education: Essential: Completion of Secondary School education Desirable: University degree is an asset. Training/experience in business administration or orientation in communications/records operations. WHO only considers higher educational qualifications obtained from an accredited institution (please refer to http://www.whed.net/) | |
| Skills: Functional Knowledge and Skills: - Thorough knowledge and understanding of a wide range of administrative policies and procedures, WHO rules and regulations; - Well-developed management and supervisory skills; - Ability to write and speak well, essential communication skills - Knowledge of communications/records-related policies/procedures; - Knowledge of document management and archiving automated systems. - Knowledge of Enterprise Content Management. Competencies: 1. Teamwork 2. Respecting and promoting individual and cultural differences 3. Communication 4. Producing results 5. Creating an empowering and motivating environment Other Skills : - IT 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. - Proficiency in content management, archiving and document management. | |
| Experience: Essential: At least seven years of progressively responsible work experience in administration/programme areas. Desirable: Experience in area of communication/records/printing in WHO/UN/international organization; Ability to carry out supervisory responsibilities | |
| Languages: Excellent knowledge of written and spoken English and Hindi. | |
| 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 21 September - 1 October 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 10, 29, 146 at single rate | |
| This vacancy notice may be used to fill other similar positions at the same grade level. | |
| A written test and interviews may be used as a form of screening | |
| Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures. | |
| All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. | |
| WHO is committed to workforce diversity. | |
| Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted. | |
| Vacancy Notice No: HQ/15/GMG/FT145 Title: Assistant Grade: G4 Contract type: Fixed-Term Appointment Duration of contract: Two years - Renewable, subject to satisfactory performance and continuing need for the post | Date: 19 March 2015 Application Deadline: 9 April 2015 Duty Station: Geneva, Switzerland Organization unit: HQ/GMG General Management (HQ/GMG) / HQ/OSS Operational Support and Services (HQ/OSS) HQ/RAS Records and Archives (HQ/RAS) | |||||||||||||||||||||||||
| OBJECTIVES OF THE PROGRAMME : The objective of Logistics Support Services (LSS) within the Department of Operational Support and Services (OSS) is to ensure access to timely and effective logistics support, in order to facilitate implementation of technical programs at all organizational levels The sub-units of LSS are RAS (Records and Archives), CEC (Conference and Events Coordination), SOS (Staff Orientation Services), GCT (Global Conference and Training Centre), and TRV (Travel). Incumbent is in daily contact with supervisor and others (within and without the Records and Archives unit) about folder structure, naming convention, and identification of correct donors. | ||||||||||||||||||||||||||
| Description of duties: 1. (50%) Treat Resource Mobilization records for HQ and Regional Offices: create donor structure in Livelink Records Management (LLRM) according to agreements and supporting documents sent by staff, scan, name and upload paper documents, upload electronic copies of agreements and supporting documents sent by Regional Offices, rename documents as necessary and add/adjust metadata as necessary, notify users and send links. 2. (20%) Monitor and identify inconsistencies or mistakes in Resource Mobilization folder structure, folder names, document names, and metadata entry (correct mistakes and recommend procedural changes to avoid future mistakes, take part in liaison with Regional Offices, Planning, Resource Coordination (PRP), and Finance in order to maintain coordinated approach to folder structure, naming convention, and metadata entry) 3. (10%) Add Award Numbers provided by Finance to folder titles to LLRM, with a special focus on cases where it is difficult to determine the the relationship between donor agreements and the award numbers established by Finance to which folder the Award Number relates. 4. (10%) Process donor agreement records remaining in older records management systems and enter them in the new system, liaise with Finance, Resource Mobilization and health technical units to retrieve paper originals of older documents where possible. 5. (10%) Continue electronic migration of WHO HQ Resource Mobilization records from old to new electronic records management system (transfer electronic images of documents, transfer related metadata according to modified classification scheme, including adaptations required if metadata fields in the systems do not correspond, make necessary cross-references or adjustments regarding organization of paper originals, considering differences between current and new classification schemes) | ||||||||||||||||||||||||||
| REQUIRED QUALIFICATIONS | ||||||||||||||||||||||||||
| Education: Essential: Completion of secondary education, technical school, or commercial school. Desirable: Training in computer skills, including training in electronic records management software.Training in archives or records management is a strong asset. WHO only considers higher educational qualifications obtained from an accredited institution. | ||||||||||||||||||||||||||
| Skills: An understanding of an international organisation structure similar to WHO structure, and an understanding of the various forms of donor agreements and supporting documents encountered in organizations such as WHO. Good knowledge of Records and Archives policies and procedures and of professional standards, and skills in using electronic records management skills. All of these are updated on the job, with additional formal software training provided as required. WHO competencies: Knowing and managing yourself Producing results Fostering integration and teamwork | ||||||||||||||||||||||||||
| Experience: Essential: 3 years relevant working experience, at least two of them in an archives or records management programme. Desirable: Experience in an international environment is a strong asset. | ||||||||||||||||||||||||||
| Languages: Essential: Expert knowledge of English and intermediate knowledge of French. | ||||||||||||||||||||||||||
| Additional Information: This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office. This vacancy is published in English only. 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) CHF 68611 at single rate CHF 68611 with primary dependants | ||||||||||||||||||||||||||
This vacancy notice may be used to fill other similar positions at the same grade level.
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