Executive Assistant

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Description

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To provide comprehensive support in HR operations, Administration, and travel-related issues for the WHO Emergency Sub Office in Cox’s Bazar.

Duties:

• The incumbent will be performing the following duties and responsibilities:

HR Operations:

• Commencing the recruitment procedure for new or vacant positions, including SSA, Consultant, and Staff roles, involves obtaining necessary approvals, publishing vacancy notices, collaborating with the WCO and Regional HR team to secure approval, and facilitating the onboarding process.
• Follow-up and support new arrivals including scheduling and facilitation of induction/orientation sessions in Cox’s Bazar to ensure new staff, consultants and SSAs are adequately briefed on their roles and expectations.
• In close coordination with the WCO HR and EA Coordination, ensure appropriate onboarding and exit formalities are in place including timely submission of performance evaluation and end of mission reports for consultants.
• Working on preparing SSA contracts, initiating timely submission for extension of SSA, Consultant, and Staff contracts liaising with the WCO and Regional HR team.
• Maintain records of SSA holders working for the emergency program in CXB including copies of contracts, leave records, end of contract evaluation reports, etc.,
• Maintain records of staff, consultants, and others deployed to CXB ensuring copies of contracts, reporting forms, leave records, assignment reports, technical evaluation, and clearance certificates are adequately maintained.
• Timely submission of payroll of SSA by incorporating essential adjustments and calculations, such as step changes, inclusion of new SSA holders, and ensuring accuracy in payroll information.
• Assist in offering the necessary support throughout the preparation of essential documents such as salary certificates, employment certificates, No Objection Certificates (NOC), and other facilitation letters as needed by staff.
• Act as the primary liaison with HR outsourced service agencies in overseeing recruitment, third-party contract, invoice settlement, budget management, and establishment of Long-Term Agreement (LTA).

Travel:

• In consultation with AFO, determines the R&R entitlement of deployees, where applicable, raises R&R Travel Requisitions, and maintains records of pre and post travel documentation like travel authorization, boarding passes, and invoices for payment of travel costs, etc.
• Initiate Travel Requisitions for duty travel of staff and deployees and make bookings in coordination with WCO Dhaka.
• Assist missions and delegations visiting CXB in making travel arrangements and hotel reservations in coordination with the Operations Logistics team assistant.

General Admin Support:

• Drafts/prepares general correspondences ensuring grammatical accuracy, spelling, format and conformity with procedural directives and assisting in preparing technical presentations.
• To provide General Administration Support to the Technical Team as and when required.
• Serve as a point of contact for employees regarding HR and travel-related inquiries and concerns and help address issues in collaboration with the WCO HR and Travel team.
• Oversee the issuance of office ID cards, ensuring accuracy, maintaining an updated database, and coordinating with IT/security teams for integration and access control.
• To carry out any other related jobs as requested by the supervisor.

REQUIRED QUALIFICATIONS

Education

Essential:

• Secondary, technical or commercial school.

Experience

Essential:

• At least five (5)years of work experience in the Human Resources field and/or administrative field.

Skills:

• Strong analytical skills and good sense of judgement.
• Ability to draft in English neatly, concisely and grammatically correct
• Very good organization skills
• High sense of prioritization and attention to details
• Discretion and tact; ability to handle and preserve confidential information
• Ability to liaise with people at all levels in the Organization and to proactively search for information
• Ability to plan ahead and at the same time work well under pressure
• Customer orientation, cultural sensitivity and good business ethics
• Self-motivated, flexible and able to innovate
• Good knowledge of WHO rules, procedures and office practices are desirable.

 Language Skills:

Essential:

• Expert knowledge of English.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2409180

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