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Executive Assistant (Programme)

Dhaka (Bangladesh)

  • Organization: WHO - World Health Organization
  • Location: Dhaka (Bangladesh)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Project and Programme Management
    • Administrative support
  • Closing Date: 2019-12-05

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OBJECTIVES OF THE PROGRAMME

The objective of the WHO Bangladesh CountryOffice is to implement the Country Cooperation Strategy by supporting theBangladesh Government in the formulation, implementation and evaluation ofnational health policies, strategies and plans and developing and managingWHO's technical cooperation programmes. WHO provides guidance and technicalsupporting organizing the humanitarian health response and in revitalizing thecapacity of the health sector to rebuild and recover from emergencies inappropriate and sustainable ways. The Country Office develops a two-waycollaboration with the Government of Bangladesh in support of their efforts ofachieving national health goals; of ensuring the attainment of universal healthcoverage and of contributing to global and regional public health actionby providing need-based technical assistance in national level policyformulation, setting norms and standards, improving knowledge dissemination andmanagement, monitoring country health situation and building sustainableinstitutional capacity, to play greater leadership role in different nationallevel policy and technical forums. Within the framework of the CollaborativeCountry Cooperation Strategy, the Health Systems Programmer's objective is topromote universal health coverage through strengthening primary health care.The Programme supports the Government of Bangladeshin advocating for amore integrated human resource development; facilitating the delivery ofquality and integrated people-centered services; ensuring equity in nationalhealth policies, strategies and plans through formulation of legal andregulatory frameworks to implement the Health Care Finance Strategy and furtherstrengthening capacities in generating information and utilizing evidence aswell as in ensuring quality medical produces.

DESCRIPTION OF DUTIES

Under the overall guidance of WHO Representative (WR-BAN) and the direct supervision of the Team Leader(Health Security and Emergency), the incumbent provides the following secretarial and administrative support to the Health Security and Emergency Programme\:

1. Receives, screens and logs incoming correspondences, reports, documents, etc. and routes to supervisor with full background information; maintains a follow-up system on responses and deadlines; renews pass-book, UNLP, registration and fitness of project vehicle in due time; liaises with government officials for smooth functioning of programme activities;

2. Takes notes and transcribes non-technical and technical correspondence, drafts/prepares general correspondences (not involving policy on technical knowledge) on brief instructions or own initiative; types statements, reports, studies, including statistical tables etc., ensuring grammatical accuracy, spelling, format and conformity with procedural directives; obtains documents and information from other programmes agencies/institutions as required;

3. Checks electronic communication on regular basis and responds to queries appropriately; assists supervisor in the orientation of supporting staff under programme managers on WHO administrative and financial rules and procedures; supports and cooperates with national counterparts in implementation of programme activities;

4. Arranges appointments for supervisor, maintains Supervisor's calendar, screens and receives visitors and telephone calls with tact and discretion; makes appointments, answer queries and/or redirect visitors and callers with diplomacy and courtesy obtaining background information on the purpose of appointments;

5. Opens and maintains standard and electronic filing system; maintains policy, confidential and general files and reference system; maintains the WHO Manual, SEAR Handbook, address list and other reference documents; keeps office equipment safely, maintains inventory with handing over and taking over documents; maintains cleanliness and security of the project office equipment;

6. Makes searches, compiles and maintains information /documents relevant to the programme for preparation of report and documents; assists in preparing the programme implementing instruments using WHO devised on line system and monitor the projects ' implementation regularly; prepares financial instrument and other related documents online; maintains and updates internal data bases;

7. In the absence of supervisor, prepares briefs or notes on matters relating to the programme; obtains documents and information from other programmes and agencies/institutions as required; ensures that technical reports and documents are maintained in line with WHO standards, rules, practices and procedures;

8. Provides support in organizing meetings, workshops and seminars with government counterparts and other development partners related to programme implementation as advised by the supervisor; provides administrative and secretarial support to the national counterparts and programme managers and responds to queries appropriately; ensures that secretarial support is available, as necessary, to obtain briefing and background materials; checks availability of the concerned professional staff and ensure that they have the appropriate briefing files and documents;

9. Makes travel arrangements for Supervisor, official visitors and other project staff; and

10. Performs other related duties as required;

REQUIRED QUALIFICATIONS

Education

Essential\: Completion of Secondary, technical or commercial school.

Desirable\: Training in administrative matters and office practices and procedures.

Experience

Essential\: At least five years of secretarial / clerical work experience.

Desirable\: Working experience in clerical / secretarial related work in WHO or another UN agency.

Skills

Very good knowledge of modem office procedures and practices, ability to draft correspondence, compile information and prepare summaries, take notes and produce required drafts, ability to carry out a wide variety of office management tasks;Knowledge of public health system and services in Bangladesh and ability to work in an organize and methodical manner.The incumbent maintains and updates proficiency in the use of modem office technology through in-house courses, on-the-job training and/or self-training. He/she keeps abreast of changes in procedures, practices, regulations, rules, and organizational structure in WCO-BAN.

WHO Competencies

  • Teamwork
  • Respecting and promoting individual and cultural differences
  • Communication
  • Producing results
  • Ensuring the effective use of resources

Use of Language Skills

Essential\: Expert knowledge of English. Expert knowledge of Bangla.

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 BDT 1,292,596 (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 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.
  • Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
  • Staff members in other duty stations are encouraged to apply.
  • WHO is committed to workforce diversity.
  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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