Executive Assistant–Health Systems Unit

Contract

This is a No grade contract. More about No grade contracts.

Objective of the programme

WHO Country Office (WCO) collaborates with the Government of Bangladesh and relevant stakeholders within the framework of the collaborative Country Cooperation Strategy (CCS) to promote universal health coverage (UHC) through health systems strengthening based on primary health care. The WCO programme of work supports the GOB in:

· Advocating for a more integrated human resource development;

· Facilitating the delivery of quality and integrated people-centred services;

· Ensuring equity in national health policies, strategies and plans through formulation of legal and regulatory frameworks to implement the Health Care Financing Strategy;

· Further strengthening of capacities in generating information and utilizing evidence as well as in ensuring quality medical products, Essential Drugs and Medicines and Anti-microbial Resistance.

Description of duties:

Under the overall guidance of Team Leader, Health Systems Unit at WCO, Bangladesh, the incumbent will need to perform the following regular duties:

1. Provide support to screen incoming correspondence, documents and reports and routes to the supervisor with full background material; ensures its distribution and follows up on deadlines.
2. Provide support to draft/prepare general correspondence, statements, reports, statistical tables, etc. Assist in taking notes at meetings and prepares minutes.
3. Support to maintain 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. Assist in arranging 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. Provide support, by using GSM/Oracle, in facilitating 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 staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner.
8. Provide support, through Oracle/GSM procurement module, in initiating contracts for consultants, Direct Financial Cooperation (DFC), 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. 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 in business administration/ Social Science/ Public Administration or relevant field from a recognized university.

Desirable:

· Master’s degree in the relevant field.

· Training in administrative and office management practices would be an advantage.

Experience:

Essential: At least 3 years of working experience (directly or indirectly) in the area of administrative and office management.

Desirable: Experience in general administration in WHO or in another UN/International organization would be an advantage.

Functional knowledge and Skills :

• Ability to interact with professional staff and government counterparts on technical areas concerned to assign tasks;
• Ability to establish harmonious working relationship as part of team;
• Ability to maintain a high standard of personal conduct with counterparts and stakeholders;

Competencies:

• Teamwork;
• Respecting and promoting individual and cultural differences;
• Communication;
• Building and promoting partnerships across the organization and beyond;
• Producing Results

Languages:

Excellent knowledge of Spoken and Written English and Bengali

Duty Station: Dhaka, Bangladesh

Computer Literacy:

Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook etc.) and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable.

Salary & others benefits:

WHO offers locally competitive packages such as:

• Monthly salary: BDT 72,675.00 (SSA- 5, Step I) (non-negotiable)
• Insurance, Leave and Holidays as per WHO rules.

Additional Information:

• This Vacancy Notice may be used to fill similar positions at the same level.
• Only candidates under serious consideration will be contacted.
• A written test and interviews will be used as a form of screening
• WHO is committed to workforce diversity.
• WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter 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
• 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.
• For information on WHO's operations please visit: http://www.who.int.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• Any extension of appointment would be subject to programmatic requirements, performance of the incumbent and availability of funds.
• Qualified female candidates are encouraged to apply.