Executive Associate (Administrative & Programme)

Overview

Support WHO's core functions through effective administrative and programme management.

You have:

• At least 10 years of relevant experience in administrative work in an International Organization and preferably in a UN organization.
• Completion of secondary school education supplemented by secretarial training.
• Expert knowledge of English.
• Knowledge of programme planning, monitoring and evaluation process.
• Excellent written and oral communication skills.
• Demonstrated ability and skills to manage high profile and sensitive/classified information.

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 1,002 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 programme is to deliver WHO core functions at country level and the specific activities include: Effective implementation of WHO's collaborative programmes in Bhutan; harmonization and alignment of WHO support with national processes and systems; effective mobilization and utilization of resources within the framework of the regional programme budget; close cooperation and coordination between WHO and the Royal Government of Bhutan, UN agencies and other external partners; support and collaborate with the MoH for further development and implementation of national policies and strategies which ensure equitable and universal access to quality health care.

DESCRIPTION OF DUTIES

Programme Management

1. Monitor the implementation of programme activities related to fellowships, consultants and technical advisers and participation of national participants to international meetings, conferences, seminars, and workshops in electronic form, using common formats decided upon by the WR office or those given by SEARO.

2. Manage the fellowship programme by:

• supporting in analysis of the fellowship proposals in the light of relevance to the collaborative programme and planned activities in line with the biennial work-plan;
• checking funding status for fellowship applications received from the Government and complete administrative actions in GSM;
• checking the fellowship application forms for completeness of information and putting up to WR for forwarding to the Regional office for further approval and placement;
• ensuring receipt of termination of studies reports and utilization reports for competed fellowships.

3. Prepare contractual agreements for consultants and technical advisors, follow up on the implementation and reporting, and ensure that all the administrative formalities are undertaken in GSM including release of payments based on the receipt of deliverables in the contracts.

4. Review prospective candidates for GS positions, provide information relating to employment matters without commitment and arrange holding of appropriate tests, evaluation of test papers and declaration of results.

5. Review post selection/approval actions including correspondence from initial contact until the recruitment process is concluded under delegate authority to WR.

6. Handle petty cash for the office and maintain book of accounts.

7. Follow up with the national authorities for nominations requested for WHO Group Education Activities (GEAs) and facilitate clearances for consultants and WHO staff members coming to the country.

8. Conduct reviews and prepare periodic reports of fellowships, GEAs, consultancies undertaken during the biennium in consultation with NPO, Administration.

9. Follow up on the implementation of workplan activities in designated technical areas and upload the required information in GSM including technical and financial reports.

Administrative Support & HR

10. Liaise with appointed travel agents and arrange travel for WHO fellows, national participants to GEAs outside the country, and consultants and WHO staff members coming into the country. Obtain relevant government clearance and entry visas as required for consultants and visiting WHO staff members.

11. Participate as an active member in UN-related activities on salary surveys and studies on local living conditions and maintaining related information on such matters for the office of the WR.

12. Function as the security focal point for WHO Country Office and represent WHO on the in-country UN Security Management Team and Operation Management Team.

13. Advise and assist staff in the area of office management.

14. Provide logistics support (travel arrangements, hotel reservations, etc.) for the organization of International GEAs in Bhutan.

15. Act as the HR focal for the country office & carry out HR duties as needed.

16. Perform and other duty as assigned by NPO, Administration.

Procurement

17. Procurement planning: developing procurement plans and strategies in coordination with technical unit. This involves assessing procurement needs, identifying required goods and services, and determining procurement methods.

18. Vendor management: identifying and evaluating potential vendors, maintaining vendor databases.

19. Tendering and contracting: prepare and issuance of tender documents, including requests for proposals (RFPs), requests for quotations (RFQs), and invitations to bids (ITBs). Evaluate bids and proposals, ensuring compliance with procurement policies and procedures.

20. Procurement process and compliance: support the implementation and adherence to WHO's procurement policies, guidelines, and procedures. Ensure that procurement activities are conducted in a transparent, fair and accountable manner. Maintain accurate procurement records and documentation, including supplier files, contracts, and purchase orders.

21. Goods inventory management: ensure adequate stock levels and timely replenishment.

22. Assist in the global procurement as and when required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education supplemented by secretarial training. Desirable: Relevant training on procurement or a related subject area and training in GSM conducted by WHO would be an asset.

Experience

Essential: At least 10 years of relevant experience in administrative work in an International Organization and preferably in an UN organization. Desirable: Relevant experience in WHO or another UN agency in programme management is desirable.

Skills

• Thorough knowledge of WHO goals, policies, rules and regulations, structure, and functions.
• Knowledge of programme planning, monitoring and evaluation process.
• Excellent written and oral communication skills. Very good interpersonal skills.
• Demonstrated ability and skills to manage high profile and sensitive/classified information.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Moving forward in a changing environment
• Producing results

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 BTN 848,666 (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.

• 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.

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

• 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 for WHO jobs. 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.

• 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.

• 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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