Executive Assistant- Head of Sub-office (HoSO)

Objective of the programme

The mission of the WHO Emergencies Program (The Programme) is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

Description of duties:

Under the overall supervision of Head of Sub-office (HoSO) and direct technical supervision of Technical Officer – Admin and Finance, the incumbent will be performing the following duties and responsibilities:

1. Drafts/prepares general correspondences ensuring grammatical accuracy, spelling, format and conformity with procedural directives and assist in preparing technical presentations.
2. Supports smooth functioning of category activities by ensuring all relevant and timely follow-ups with government and other counterparts, as required.
3. Provides team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
4. Reviews and verifies various contractual documents and corresponding materials, purchase requests, and contract extensions/renewals to ensure compliance with existing rules and procedures.
5. Monitors budget and expenses of the relevant program and provides budgetary and financial data including analysis for preparation of progress and donor reports.
6. Act as a focal point in travel support and logistics arrangements in meetings, workshops, and seminars with government counterparts and other development partners.
7. Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
8. Initiate, through Oracle/GSM procurement module, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services (GES) requests.Monitor and record receipt of deliverables and initiate and monitor payments as needed.
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. Takes meeting minutes and provides support for follow-up actions, as required.
11. Ensures all programme technical reports and corresponding documents are maintained in line with WHO standards, rules, practices and procedures.
12. Reviews obligating documents, checks them for completeness, and follows on missing information, ensures timely liquidation of obligations, undertakes reconciliation and prepares periodic reports, as required.
13. Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
14. To carry out any other related jobs as requested by the supervisor.

Required Qualifications:

Education:

Essential:

Four years university degree in Business Administration or relevant discipline from an accredited/recognized institute.

Desirable:

• Master’s degree in business administration or relevant discipline from an accredited/recognized institute.
• Certificate course in program management would be an advantage.

Experience:

Essential:

At least 3 years of professional experience in program management

Desirable:

• 2 years of working experience in public health programs in UN Agencies or international organizations
• Working experience in the humanitarian field would be an advantage.

Competencies:

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

Language:

Excellent knowledge of spoken and written English.

Computer Literacy:

Proficient in using computer application software: MS – Office (World, Excel, PowerPoint),

ability to produce reports, prepare correspondence; compose email, and create multi-media presentations.

Duty Station

Cox’s Bazar, Bangladesh

Salary & others benefits:

WHO offers locally competitive packages such as:

• Monthly salary: BDT 97,226 (non-negotiable) (SSA -5 Step -1)
  Insurance, Leave and Applicable holidays as per WHO rules.

Additional Information

1. This Vacancy Notice may be used to fill similar positions at the same level.
2. Only candidates under serious consideration will be contacted.
3. A written test and interviews may be used as a form of screening.
4. If your candidature is retained for 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.
5. For information on WHO’s operations please visit: http://www.who.int.
6. The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits workforce 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.
7. The WHO is committed to achieving gender parity and geographical diversity in its workforce. 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.
8. 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 [email protected]
9. 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 (https://www.who.int/about/who-we-are/our-values) into practice.
10. 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 short-listed candidates.
    WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
11. 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].
12. In case the recruitment website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click the link for detailed guidance on completing job applications: Instructions for candidates  .
13. This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
14. Any extension of appointment would be subject to programmatic requirements, performance of the incumbent and availability of funds.
15. Qualified female candidates are encouraged to apply.