Executive Associate

To ensure the efficient delivery of WHO’s fundamental mandates through the provision of timely, targeted support in terms of overall Administrative, and Budget &Finance Services. This work is to be carried out in compliance with WHO’s rules and regulations, policies and procedures, and with internal and external audit observations and recommendations.

DESCRIPTION OF DUTIES

Under the direct supervision of the Administrative Officer and under overall guidance of WHO Representative to Myanmar(WR), the incumbent shall perform the following duties:

• Administer and/or coordinate processing of work products and transactions across programme, financial, and administrative work areas.
• Review obligating documents/proposals/requests for compliance checks, undertake reconciliations, and prepare reports, as required.
• Review and process transactions in the enterprise resource planning system and follow up with concerned parties on the receipt of deliverables and finalization of payments.
• Monitor aspects of the implementation of country activities (such as deadlines, funds for project/programme budget and financial expenditures) according to the approved country work plan, drawing the attention of the supervisor to problems, inconsistencies, and delays.
• Check, obligate and clear purchase requests for services and equipment, working in close collaboration with relevant colleagues to ensure that ordered services are appropriate.
• Track/administer the team’s client-support/response system and flow of information, monitoring and ensuring the processing of requests and correspondence.
• Provide administrative support to the organization of internal and external meetings, including the preparation of letters of invitation, documents, cost estimates and travel requests, the distribution of materials and liaison with participants and other stakeholders.
• Bring to the supervisor’s attention exceptional, sensitive or complex cases, and undertake where necessary, research and analysis of various issues that may be of a confidential nature.
• Establish and or maintain the team’s electronic filing system of technical documents and correspondence.
• Perform other relevant duties assigned by the supervisors.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary school education.
• Desirable: University degree in business administration, social sciences, or related field. Knowledge of the United Nations systems, and training in administrative support functions is an advantage.

Experience

• Essential: At least eight years of experience in administrative support functions
• Desirable: Experience working WHO or other UN system or international organizations. Experience in Oracle-based or other Enterprise Resource Planning (ERP) system

Skills

• Thorough knowledge of modern office procedures and practices. The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in duty stations pertaining to WHO Myanmar and in the Organization at large. Ability to draft standard correspondence. Ability to handle work in a timely 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.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403437