OBJECTIVES OF THE PROGRAMME
The objective of the programme is to deliver WHO Core functions at country level and the specific activities include : Effective implementation of WHO’s collaborative programmes in Bhutan; harmonization and alignment of WHO support with national processes and systems; effective mobilization and utilization of resources within the framework of the programme budget; close cooperation and coordination between WHO And the Royal government of Bhutan, UN agencies and other external partners; support and collaborate with the Ministry of Health for further development and implementation of national policies and strategies to ensure equitable and universal access to quality health care.
DESCRIPTION OF DUTIES
Under the direct supervision of NPO (Administration),and overall guidance of the WHO Representative, the incumbent will perform the following duties:
1. Review incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines.
2. Create and/or maintain filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information search as required.
3. Provide support in the monitoring implementation of the work plan, including timely information on budget ceiling/award budgets, monitor income and expenditure and funds available; follow up on financial/budgetary issues and ensure timely processing of committal documents.
4. Prepare contracts for Direct Financial Cooperation (DFC), consultants, Agreement for Performance (APW), Technical Services Agreements (TSA), Imprest PO and General External Services requests (GES).
5. Initiate requisitions for goods procurement and record receipt of deliverables.
6. Coordinate administrative preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; Schedule meetings and prepare minutes.
7. Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues.
8. Follow-up on programme implementation, encumbrances, drawing the attention of the supervisor or other senior staff to problems, inconsistencies, and delays. Provide budgetary and financial data in the preparation of progress reports including donor reports.
9. Perform other related duties as required or instructed, including providing support to other areas of work.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education.
Desirable: Relevant training in administrative, finance and secretarial field. University degree would be an asset.
Experience
Essential: At least five (5) years of experience in secretarial/finance/clerical/administrative work.
Desirable: Experience in WHO or in another UN/International organization would be an advantage.
Skills
- Thorough knowledge of WHO Rules and Regulations, policies and administrative procedures, knowledge of modern office procedures and practices. The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO.
- Ability to draft standard correspondence.
- Ability to handle work in a timely and accurate manner with tact and discretion, as required.
- Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.
WHO Competencies
- Teamwork
- Respecting and promoting individual and cultural differences.
- Communication
- Producing results
- Moving forward in a changing environment
Use of Language Skills
Essential: Expert knowledge of English.
REMUNERATION
WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at BTN 836,393 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
ADDITIONAL INFORMATION
- This vacancy notice may be used to fill other similar positions at the same grade level.
- Only candidates under serious consideration will be contacted.
- A written test and/or an asynchronous video assessment may be used as a form of screening.
- In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
- According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
- Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
- The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
- Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
- An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
- WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
- WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
- WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
- The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
- Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
- This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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