Executive Assistant (Procurement)

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 1,356 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 Bangladesh Country Office is to implement the Country Cooperation Strategy by supporting the Bangladesh Government in the formulation, implementation and evaluation of national health policies, strategies and plans and developing and managing WHO's technical cooperation programmes. WHO provides guidance and technical support in organizing the humanitarian health response and in revitalizing the capacity of the health sector to rebuild and recover from emergencies in appropriate and sustainable ways. The Country Office develops a two-way collaboration with the Government of Bangladesh 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. The overall Objective of the Administrative Unit within the Country Office is to provide core services in order to facilitate programme delivery in all aspects of Administration & Financial operations, including Budget, HR, Group Educational Activities and Staff Travel, Procurement, Security, Transport and Building and Office Management ensuring efficient and smooth functioning of the Bangladesh Country Office. The procurement team shall perform all Supplies and Equipment activities of WCO BAN ensuring timely and effective procurement functionality and compliance in place.

DESCRIPTION OF DUTIES

Under the direct supervision of the Administrative Officer and general supervision of the WR Bangladesh, the incumbent performs the following duties: (duties are not all-inclusive nor exhaustive)

1. Perform as the Secretary to the LCRC to submit procurement cases for review and recommendations of LCRC including preparation of comparative statement, minutes/notes for records of LCRC, justifications on selection of suppliers, adjudication reports. Documentation of all Office tender notices for goods and services.
2. Providing administrative support of all procurement actions in WRO by applying procurement requisitions for supplies of goods and services, supplier creation, invoice processing, inventory record updating in GSM. Liaise with Central Medical Stores Depot (CMSD), Directorate of Health Services, National Board of Revenue/Customs Department and arrange clearances of the consignments from air and sea ports;
3. Following up collection of consignments from the central Medical Store Depot by the National Programme Managers, obtain WHO Receiving Reports signed by the different projects upon delivery of the consignments.
4. Following up routine release of payments to the suppliers through GSC/Malaysia with verification of bills/invoices including, recording of PTEAO reference/numbers, endorsement/approval by the supervisors and FIN/SE_BAN and ensure e-filing and manual record keeping, coordination with RO and GSC as and when required.
5. Serve as Secretary to Vendor Management Committee and maintain both services and goods vendor list along with evidence of their verification and validation.
6. Initiate clearance formalizes accordingly in coordination with all relevant GoB and WHO offices, ensure notification to all relevant project concerned, document and follow up clearance.
7. Ensuring completeness of document in any implementation of other procurement and administrative activities related to renovation/maintenance of premises, safety and security enhancement by following WHO business rules and regulations. •Carrying out any other assignment given by the supervisor from time to time.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education

Desirable: Training in administrative and office management and practices. Bachelor's degree in a relevant field Certified in Procurement Management training/course would be an advantage

Experience

Essential: At least five (5) years' experience in secretarial/clerical/administrative work

Desirable: Experience in managing procurement, logistics, and supplies activities. Experience in UN/International Organization would be an advantage

Skills

1. Thorough knowledge of modern office procedures and practices; The incumbent keeps up-to-date with changes in procedures and practices, rules and regulations, organizational structure in the department and WHO;
2. Ability to identify and resolve operational problems with substantial independence;
3. Sound knowledge of driving rules and regulations and security issues.
4. Ability to assess vehicles for mechanical fitness;
5. Ability to manage other staff regarding relevant work responsibilities and coordinate assignments to achieve common goals;
6. Ability to demonstrate a client-oriented approach, high sense of responsibility, courtesy ad tact.
7. Ability to handle work in a timely and accurate manner with tact a discretion, as required
8. Ability to draft standard correspondence;•Knowledge of Bangladesh protocol, vehicle laws and practices.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. 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 BDT 1,662,357 (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 and/or an asynchronous video assessment 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
• An impeccable record for integrity and professional ethical standards is essential. 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.
• For information on WHO's operations please visit: http://www.who.int.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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