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Team Assistant

Thimphu (Bhutan)

  • Organization: WHO - World Health Organization
  • Location: Thimphu (Bhutan)
  • Grade: GS-4, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
    • Malaria, Tuberculosis and other infectious diseases
  • Closing Date: 2020-09-29

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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 prorammes 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 ordination 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 National Professional Officer (Administration), and overall guidance of the WHO Representative, the incumbent provides office support for the smooth running of the programmes at the WHO Country level in the following areas:

Office support

  • Screening and distribution of incoming correspondence, attaching background information or related file and forwarding to staff concerned, highlighting issues requiring attention; draft replies to general and administrative matters; type technical reports and documents, tabular materials, etc., ensuring conformity with WHO standards; assist in preparing presentations; follow-up on deadlines to ensure timely response;
  • Obtain documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance
  • Maintain filing systems and ensure easy accessibility and retrieval of records
Programme support
  • Assist in preparing contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed
  • Initiate requisitions for goods procurement and record receipt of deliverables
Meetings/Duty travel
  • Support the organization of meetings, workshops, seminars, etc, including typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation
  • Assist in preparing travel requests for official travel, make flight and hotel reservations, prepare travel files and other related matters as requested
Other duties
  • Assist in compiling and verifying budget and accounting data by researching files, calculating costs and estimating anticipated expenditures from readily available information sources
  • Assists in preparation of periodic accounting records by recording receipts and disbursements (ledgers, cash books, vouchers, etc.) and reconciling data for recurring or special reports
  • Back up support for Programme and Administration (whenever necessary); perform other related duties as required or instructed, including provision of support to other areas of work.
  • 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
  • Assist in making arrangement for shipments and receipt of office and project supplies and equipment's including customs clearance.
  • Perform other related duties as required or instructed, including providing support to other areas of work or any duties as assigned

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education.
Desirable: Training in secretarial practices.

Experience

Essential: At least three (3) years' experience in secretarial/clerical/ administrative work
Desirable: Experience in WHO or in another UN/International organization would be an advantage.

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 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. of Dzongkha.

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 439,199 (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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