Executive Assistant (Operations Support & Logistics)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 973 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

OBJECTIVES OF THE PROGRAMME

The objective of the WHO Nepal Country Office is to implement the Country Cooperation Strategy by supporting the Nepal Government in the formulation, implementation and evaluation of national health policies, strategies and plans and developing and managing WHO's technical cooperation programmes at the country level. WHO provides guidance and technical support in organizing the humanitarian health response and in revitalizing the capacity of the health sector through strengthening health systems under new governance of federalism, recover from emergencies in appropriate and sustainable ways. The Country Office develops collaboration with the Government of Nepal and relevant stakeholders in support of their efforts of achieving national health goals; of ensuring the attainment of universal health coverage and of contributing to global and regional public health action by providing need-based technical assistance in national level policy formulation, setting norms and standards, improving knowledge dissemination and management, monitoring country health situation and building sustainable institutional capacity, to play a greater leadership role in different national level policy and technical forums. Within this framework, the immediate Unit, Administration's objective is to facilitate programme delivery by providing timely managerial and administrative services to programme delivery collaborators, staff and consultants in all aspects of administrative and financial operations including budget and finance, human resources, fellowships, procurement, travel, ticketing and transportation, logistics, building management capacity , safety and security of staff, information technology including GSM operations, telecommunications and protocols. Further, to provide accurate guidance, information and practices which lead to full compliance and accountability with the Organization's established rules and regulations.The specific position will support and deliver a full range of operations central and provincial level and logistic support services offline and online in GSM in response to the administrative/programme requirements of WHO Collaborative Programmes.

DESCRIPTION OF DUTIES

Under the direct supervision of Team Leader- WHE and broad guidance of the National Professional Officer - Operations Support and Logistic-WHE, the incumbent provides support in the following areas:

Operations Support and Logistics:

• Prepare all the necessary documentation for warehouse, issue waybill, manage and handle incoming and outgoing waybills. Monitor and follow up on the incoming and outgoing warehouse items through warehouse trackers in compliance with WHO;
• Arrange logistics support on facilities maintenance, movement of stocks, office consumables and office equipment and reporting on the need for replacement/repair of purchase of additional equipment, etc;
• Maintain the records (paper files and electronic files) on logistics process and related documents to ensure transparency and accountability as well as a database of goods in movement and deliveries completed from/to warehouses. In addition, update the inventory records of all the items in WHO custody to date;
• Assist in preparation of Travel Request (TR) in GSM following WHO travel policy for non WHO participants for WHO meetings/workshops/seminars outside the country and assist in making travel arrangements inclusive;
• Operations and Logistics issues within emergency preparedness and organizational activities will be reported on a weekly basis to the supervisor;
• Assist for field operations, Supplies for the Provincial Emergency Operations Center and fleet management and its maintenance (tracking regular operation of field vehicles and providing maintenance and logistics supports);
• Prepare background materials, checklist for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting;
• Initiate the goods procurement requisition IT equipment and supply of planned emergency items for optimum stockpile at WHE warehouses, record receipt of deliverables;
• Maintain Fixed Asset register in line with the WHO procedures, update records, and assign barcodes for fixed assets items in main established country office and field offices.
• Assist team members with approval of field travel plan, fleet management for the transport support; leave request, maintain the record of travel and leave and support timely settlement.

Programme Support (Administration and Finance)

• Prepare contracts for consultants, Agreement for Performance (APW), Technical Services Agreements (TSA), Direct Financial Cooperation (DFC), Imprest Purchase Order (IPOs), General External Services requests (GES) Direct Implementation (DI) and other obligation documents as and when required, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests; record receipt of deliverables and initiate and monitor payment;
• Keeps close contacts with WHO implementing partners involved in programme implementation and assists them in all matters pertaining to logistics and procurement;
• Assist in generating reports to monitor encumbrances, expenditures time to time from GSM, timely de-encumber unspent encumbrances; monitors award end and close date to implement on time on GSM and work plan funding, distribution of awards;
• To assist in the review of budget proposals by government or other stakeholders and propose necessary revisions in conformity with WHO rules and standard practices;
• To keep track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract;
• Timely settlement of encumbrances related central and field operations, travel claim, leave encashment, meeting expenses etc.;
• 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;
• Perform any other tasks assigned by supervisor.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education. Desirable: Training in secretarial practices; Training, certificates and/or courses in business administration and accounting. University degree would be asset. Training on Emergency Logistic & warehouse management course would be desirable.

Experience

Essential: At least five (5) years' experience in secretarial/clerical/administrative and emergency operations and logistic supply management work. Desirable: Relevant work experience in WHO and/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 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.
• Technical expertise and overall attitude of work are also required competencies.

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.

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 NPR 1,266,580 (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.

• For information on WHO's operations please visit: http://www.who.int.

• 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 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.

• 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.