Administrative Assistant

Administrative Assistant

Objective of the programme

The objective of the programme is to deliver WHO Core functions at the country level with a particular focus on the Organization’s directing and coordinating role for international health as expressed in the Constitution. The immediate objective is to develop and sustain WHO as a flexible, learning Organization, enabling it to carry out its mandate more efficiently and effectively. To support the MOHFW coordination office to fulfill its mandate as well as strengthening coordination of health interventions to Forcibly Displaced Myanmar Nationals (FDMN) including host community in Cox’s Bazar through ensuring the continuous engagement of the Government health authorities in the planning and implementation of the humanitarian response.

This individual will support the programme by providing administrative services.

Description of duties:

Under the overall guidance of Deputy Representative, WHO BAN and the direct supervision of the Head of sub-office, CXB and the Chief Coordinator (CC), MOHFW Coordination Centre, the signatory will be assigned to the MoHFW Coordination Cell in the Deputy Director, Family Planning office, CXB and will have the following job responsibilities:

• Provide administrative and secretarial support in organizing in house or coordination meetings, training, workshops, seminars, etc., including preparation of the lists of participants, travel requests, letters of invitation, files/documents, presentations and slides, preparations of related folders, and reservation of meeting rooms and hotel accommodation;
• Screen and receive telephone calls/ emails and visitors with tact and discretion, make appointments, answer queries and/or redirect visitors and callers with diplomacy and courtesy, obtain background information on the purpose of appointments;
• Draft replies to general and administrative correspondence based on instructions or own initiative and finalize such correspondence, in collaboration with senior administrative support staff, monitor deadlines, remind staff members of such and ensure that correspondence and queries are responded to on time;
• Opens/organizes and maintains files with an appropriate system for follow up and ensure that all activities supported are traceable and accessible as required;
• Obtain documents and information from in-house and external sources as required, perform information searches (library, internet) as requested;
• Provides secretarial and clerical support to coordinators and visiting staff, as and when required;
• Prepare travel requests for MOHFW officials, make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative;
• Initiate requisitions for goods procurement, monitor and record receipt of deliverables, and initiate and monitor payments as needed;
• Prepare salary and other statements as per working reports;
• Perform any other responsibilities/functions assigned by the supervisor.

Required Qualifications:

Education:

Essential: Bachelor’s degree from reputed University or equivalent

Desirable: Master’s degree in administration, management, economics or other relevant areas.

Experience:

Essential:

Essential: At least three years of experience in public health programmes, preferably with international/national organizations;

Desirable:

• Experience in UN agency, International Organization, and NGOs etc.
• Working experience in Cox’s Bazar district and/or knowledge on coordination and management of the FDMNs/Rohingya refugees will be a plus;
• Previous work in Government health system under MOHFW will add value the position.

Additional Functional Knowledge and Skills:

• Ability to take notes and prepare draft documents/correspondence
• Knowledge and experience of working in public health sector in humanitarian crisis situation will be an added advantage;
• Experience in Oracle-based or other ERP system would be an added advantage.

Competencies:

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

Producing Results

Languages:

• Excellent knowledge of spoken and written English.

Computer Literacy:

• Computer skills in MS Word, Excel, Power point.

Salary & others benefits:

WHO offers locally competitive packages such as:

• Monthly salary: BDT 61,851.00 (SSA – 5, Step I)
• Health Insurance; Accident and illness insurance;
• Annual Leave (18 days per year); Sick leave (12 days per year) to be prorated for the duration of the SSA
• Applicable holidays as per WHO rules

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 or a presentation using computer followed by an interview will be held only for qualifying candidates.
• 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 availability of fund and performance.
• For information on WHO's operations please visit: http://www.who.int.
• WHO is committed to workforce diversity.
• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
• 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.
• This vacancy is open to Bangladeshi Nationals (all genders) only.

• Qualified female candidates are encouraged to apply.

• Any attempt to unduly influence on WHO’s selection process will lead to automatic disqualification of the applicant.