Executive Assistant (Protocol & Travel)

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

Theobjective of the WHO Bangladesh Country Office is to implement the CountryCooperation Strategy by supporting the Bangladesh Government in theformulation, implementation and evaluation of national health policies,strategies and plans and developing and managing WHO's technical cooperationprogrammes. WHO provides guidance and technical support in organizing thehumanitarian health response and in revitalizing the capacity of the healthsector to rebuild and recover from emergencies in appropriate and sustainableways. The Country Office develops a two-way collaboration with the Governmentof Bangladesh in support of their efforts of achieving national health goals;of ensuring the attainment of universal health coverage and of contributing toglobal and regional public health action by providing need-based technicalassistance in national level policy formulation, setting norms and standards,improving knowledge dissemination and management, monitoring country healthsituation and building sustainable institutional capacity, to play a greaterleadership role in different national level policy and technical forums. Theoverall objectiveof the Administrative Unit within the Country Office is to provide core servicesto facilitate programme delivery in all aspects of administration &financial operations, including budget, HR Fellowships, Procurement, Security,Transport and Building Management ensuring efficient and smooth functioning ofthe Bangladesh Country Office.

DESCRIPTION OF DUTIES

I. Protocol and Travel

• Assists supervisor in interaction/ liaision with the Airport and Customs Authority as well as the Ministry of Foreign Affairs and arranges reception of WHO visitors, staff members and WHO delegations to provide protocol services and follow up with Ministry of Foreign Affairs and Main Department for Immigration and Nationality Affairs on all new policy circulars or revisions on privileges and immunities.

• Assists supervisor in tasks related with immigration formalities (such as processing of passports, visas, VIP lounge facilities, etc. with Ministry of Foreign Affairs, Immigration and Embassies etc.)

• Assists supervisor in processing requests for special I.D. Cards (resident permits), driving licenses, renewal of staff visas and other relevant documentation through concerned ministry.

• Assists supervisor in work related clearance of WHO Consignment and shipments of personal effects of WHO staff.

• Assists in providing logistical support to the incoming missions and to the conferences/workshops and seminars including airport pick up and seeing off for high ranking officials visiting Bangladesh.

• Assists in preparing briefing notes for new staff on immigration formalities and ensures that the information is continuously updated;

• Assists in guiding staff on completing relevant host country applications, governing privileges and immunities;

• Assists supervisor in preparing the necessary documents for request of visas for staff to and from Bangladesh to obtain visa (on arrival or from country of origin);

• Assist international staff in the purchase and sell of personal belongings including vehicles and support with the clearance procedures ensuring separating staff fulfill exit formalities and gets cleared before departure.

• Keep record of travel/visas/ID cards of all International Professional staff and assist in initiating necessary actions;

• Assists with hotel booking for WHO staff and visitors

• Filing of documents issued by the Government, WHO, and UNCT related to travel.

II. Transport

• Assists in maintaining transport management, movement and monitoring system, in accordance with WHO standards;

• Manages the inventory of vehicles and insures that the Global Asset Management (GAM) database is up to date;

• Provide assistance in coordinating with external contractor for vehicle maintenance;

• Assist in verifying the invoices and reports received from external contractor;

• Coordinate and schedule assignments of drivers; verify overtime of drivers;

• Any other job assigned by supervisor/s;

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent. Desirable: University degree in business management, publicadministration, economics or related business stream is advantageous

Experience

Essential: At least 5 years of experience in Secretarial/clerical positionis essential. Desirable: Experience in UN/International Organizationwould be an advantage.

Skills

Very good knowledge of modern officeprocedures and practices, ability to draft correspondence, compile informationand prepare summaries, take notes and produce required drafts, ability to carryout a wide variety of office management tasks. Knowledge of public healthsystem and services in Bangladesh. The incumbent maintains and updates proficiency in the use of modernoffice technology through in-house courses, on-the-job training and/or self-training.He/she keeps abreast of changes in procedures and practices, regulations andrules, organizational structure, in WCO-BAN.

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. Expert 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.

• Staff members in other duty stations are encouraged to apply.

• 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.