Executive Assistant -Programme

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Description

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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:
• 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
• Supports smooth functioning of category activities by ensuring all relevant and timely follow-ups with government and other counterparts, as required.
• Reviews and verifies various contractual documents and corresponding materials, purchase requests, and contract extensions/renewals to ensure compliance with existing rules and procedures
• 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.
• Support the technical team to organize meetings, workshops and training courses, including preparation of related folders.
• Support team for travel and logistics arrangements in meetings, workshops, and seminars with government counterparts and other development partners.
• 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.
• 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.
• 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;
• 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.
• 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

Languages:

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

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2402427&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta

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