Project Facilitator/Team Assistant

Objective of the programme

The objective of the programme is to deliver WHO Core functions at 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.

This individual will assist the programme by providing secretarial and administrative support.

Purpose of the activity

To provide administrative support to NPO-Divisional Coordinator and Surveillance and Immunization Medical Officers to the respective divisional office in building sustainable capacity for routine immunization activities and surveillance for vaccine preventable diseases, aiming to increase access for safe immunization for all eligible age group, introduce new cost effective vaccines, respond to public health emergencies, expand vaccine preventable diseases surveillance, sustain polio free status and measles elimination.

Description of duties:

Under the overall guidance of the Technical Officer (Operations) and the direct supervision of WHO IVD NPO-Divisional Coordinator, the incumbent will provide administrative support to WHO field operations and will perform the following duties:

1. Screens incoming correspondence, documents and reports and routes to the supervisor with full background material; ensures its distribution and follows up on deadlines.
2. Drafts/prepares general correspondence, types statements, reports, prepares statistical tables, etc. Takes notes at meetings and prepares minutes.
3. Maintains the work area's standard and electronic filing system (correspondence, general records, files, reference systems and publications, relevant policy and procedure documents, address contact lists, bibliographies, etc.) obtaining relevant information as required;
4. Arranges appointments for supervisor, Maintains Supervisor’s calendar; Screens and receives visitors and telephone calls with tact and discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments;
5. Provides secretarial support to organize meetings, workshops and training courses, including preparation of related folders.
6. Using GSM/Oracle makes travel arrangements for the official visitor and project staff; prepares briefing materials for his/her use on official trips or special meetings and in his/her absence, prepares briefs or notes on matters for which the program is responsible.
7. In collaboration with senior administrative support staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner.
8. Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services requests (GES). Monitor and record receipt of deliverables and initiate and monitor payments as needed.
9. Cover reception, registry and pouch in absence of Receptionist.
10. Performs other related duties as required or instructed, including provision of support to other areas of work and teams or the project, as required.

Required Qualifications:

Education:

Essential:.

Bachelor’s Degree from any recognized University.

Desirable:

Master’s degree in relevant field

Experience:

Essential:

Minimum of two 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 Oracle-based or other ERP system would be an added advantage.

Additional Functional Knowledge and Skills:

• Ability to carry out a wide variety of tasks.
• Ability to take notes and prepare draft documents/correspondence.
• Proficiency in MS Office software (i.e. word processing, excel, outlook, power point, access etc.).
• Experience in GSM/Oracle-based or other ERP system is desirable.
• Knowledge of public health system and services in Bangladesh.
• Organizational skills: deadline compliance, proactive action.
• He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

Competencies:

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

Languages:

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

Computer Literacy:

• Proficient in using computer software applications, including Microsoft Office (Word, Excel, and PowerPoint), Statistical software (e.g. SPSS or STATA).

Duty Station: Rangpur, Dhaka, Other Divisions

Recruitment for : Roster

Salary & others benefits:

WHO offers locally competitive packages such as:

• Monthly salary: BDT 56,125/-( SSA 4 Step I) ( non-negotiable)
• Health Insurance; Accident and illness insurance;
• Annual Leave (18 days per year); Sick leave (12 days per year)
• 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.