Executive Assistant -Programme

Objective of the programme

To provide administrative support to IVD-WHO unit in strengthening routine immunization, VPDs & AEFI surveillance, new vaccine introduction and COVID-19 vaccination coordinated with partners.

Description of duties:

Under the guidance of the WHO Team Lead IVD and the direct supervision of National Professional Officer Immunization the incumbent will have to perform the activities to support EPI Programme as described below:

1. Support to prepare drafts, memo, general correspondences based on written/verbal instructions from supervisors, take notes at meeting and prepare note for records, and type report and documents
2. Supports smooth functioning of category activities by ensuring all relevant and timely follow-ups with government and other counterparts, as required.
3. Reviews and verifies various contractual documents and corresponding materials, purchase requests, and contract extensions/renewals to ensure compliance with existing rules and procedures
4. Assist supervisor to Monitors budget and expenses of the relevant program and provides budgetary and financial data including analysis for preparation of progress and donor reports.
5. Support the technical team to organize meetings, workshops and training courses, including preparation of related folders.
6. Support team for travel and logistics arrangements in meetings, workshops, and seminars with government counterparts and other development partners.
7. Support to initiate travel requests (TR) for Supervisor and technical team for local and international travel. Make security clearance, flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
8. Support the technical team where required in timely processing the documentation related to raising and closing of DFC / DI/IPOs etc. and follow up in GSM.
9. Reviews obligating documents, checks them for completeness, and follows on missing information ensures timely liquidation of obligations, undertakes reconciliation and prepares periodic reports, as required;
10. Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
11. To perform any other relevant task assigned by the Supervisor

Required Qualifications:

Education

Essential: Graduate in any discipline from recognized university with good academic record.

Desirable: Master’s in any discipline or any additional related qualification or on the job training.

Experience:

Essential:Minimum of three years’ work experience in a similar position is essential

Desirable:

• Work experience in administration in UN agency, Int. Org, NGO, Multinational Company, Bank etc.
• Experience in GSM/Oracle-based or other ERP system would be an added advantage

Functional Knowledge and skills:

• Ability to carry out a wide variety of tasks.
• Ability to take notes and prepare draft documents/correspondence.
• Knowledge of public health system and services in Bangladesh.
• Organizational skills: deadline compliance, proactive action.
• He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

Competencies:

• Teamwork
• Respecting and promoting individual and cultural
• Communication
• Producing Results
• Moving forward in a changing environment

Languages:

Excellent knowledge of spoken and written skills, both in English and Bengali

Duty Station: Dhaka, Bangladesh

Computer Literacy:

Proficient in using computer software applications, including Microsoft Office (Word, Excel, and PowerPoint, access), outlook

Salary & others benefits:

WHO offers locally competitive packages such as:

• Monthly salary: BDT 72,675 (SSA – 5, Step I) (non-negotiable)
• Insurance, Leave and Holidays as per WHO rules.

Additional Information:

• This Vacancy Notice may be used to fill similar positions at the same level.
• Only candidates under serious consideration will be contacted.
• A written test and interviews may be used as a form of screening.
• If your candidature is retained for 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.
• For information on WHO’s operations please visit: http://www.who.int.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits workforce 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.
• The WHO is committed to achieving gender parity and geographical diversity in its workforce. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply for WHO jobs.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email [email protected]
• 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 (https://www.who.int/about/who-we-are/our-values) 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 short-listed candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• 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 [email protected].
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• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• Any extension of appointment would be subject to programmatic requirements, performance of the incumbent and availability of funds.
• Qualified female candidates are encouraged to apply.