Executive Assistant (Programme)

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 1,360 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 immediate Strategic Objective is to facilitate the implementation of the activities of CDS unit more efficiently and effectively as per organizational rules and regulations and provide a full range of secretarial services in support of project/programme activities.

DESCRIPTION OF DUTIES

Under the overall guidance of AO and direct supervision of the MO-CDS, the incumbent provides following secretarial and administrative support to the Communicable Diseases Surveillance programme:

1. Receives, screens and processes correspondence and requests; follow up on implementation of all administrative actions, ensuring adherence to deadlines and timely response to correspondence and queries attaching background information or related file and forwarding to staff concerned; draft replies to general and administrative matters;

2. Types, ensuring correctness of language as well as format, and in accordance with WHO Style Guide, correspondence, reports, documents and presentations upon written/verbal instructions, and independently compose correspondence of purely routine administrative nature;

3. Obtains documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance;

4. Submit different administrative transactions in GSM, including procurement of goods and services, and follow up with concerned parties for the receipt of deliverables and finalization of payments;

5. Prepares contracts as per updated rules for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA), draft Direct Financial Cooperation (DFC) related documents, draft direct implementation (DI) related documents, draft request for proposal (RFP) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed;

6. Tracks/monitors/prepares report of implementation status as per work-plan, keeps record as per funding source, and draft donor report as per donor requirements. Assists in development of work plan related activities including budget. Prepares draft annual report as per work-plan. Initiate internal approval process where applicable for program implementation;

7. Supports in organization of meetings, workshops, seminars, etc., regarding approval, preparation of lists of participants, travel requests, letters of invitation, files, banner, presentations and slides, reservation of meeting rooms, communication with the relevant stakeholders and hotel accommodation, security issues as per organizational rules;

8. Prepares travel requests for official travel, security issues, makes flight and hotel reservations, prepares travel files and other related matters as requested;

9. In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used;

10. Ensures all programme technical reports and corresponding documents are maintained in line with WHO standards, rules, practices and procedures;

11. Receives visitors and telephone calls, answering queries and/or redirecting them to appropriate staff providing background information on purpose of appointment;

12. Replaces other assistants within the department/office during absences, whenever required;

13. Performs any other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education. Desirable: Bachelor's degree in BusinessManagement/social science/public administration or relevant field would be an asset. Training in administrative and office management practices would be an advantage.

Experience

Essential: At least five (5) years' experience in secretarial/ /administrative work or programme support management. Desirable: Experience in general administration and support areas in WHO 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 draft standard correspondence;

• 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

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. Intermediate knowledge of Bangla.

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 1,567,408 (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.