Executive Assistant

World Health Organization, Dhaka, Bangladesh

Skill Required:, Finance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
30th April, 2019


Job Description

OBJECTIVES OF THE PROGRAMME

WHO Country Office (WCO) collaborates with the Government of Bangladesh and relevant stakeholders within the framework of the collaborative Country Cooperation Strategy (CCS) to promote universal health coverage (UHC) through health systems strengthening based on primary health care. The WCO programme of work supports the GOB in:

  • Advocating for a more integrated human resource development;
  • Facilitating the delivery of quality and integrated people-centred services;
  • Ensuring equity in national health policies, strategies and plans through formulation of legal and regulatory frameworks to implement the Health Care Financing Strategy;
  • Further strengthening of capacities in generating information and utilizing evidence as well as in ensuring quality medical products.

DESCRIPTION OF DUTIES

Under the overall guidance of WHO Representative(WR-BAN) and the direct supervision of the Team Leader (Health Systems), the incumbent provides the following secretarial and administrative support to the Health Systems Programme:

Office management

  • Review incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines.
  • Create and/or maintain filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information search as required.
  • Provide guidance to other staff on office procedures and WHO standards.

Programme support

  • Provide support in the monitoring implementation of the work plan, including timely information on budget ceiling/award budgets, monitor income and expenditure and funds available; follow up on financial/budgetary issues and ensure timely processing of committal documents; assist in the preparation of financial and technical progress reports to donors.
  • Prepare contracts for consultants, Agreement for Performance (APW), Technical Services Agreements (TSA) and General External Services requests (GES); record receipt of deliverables and initiate and monitor payment.
  • Initiate requisitions for goods procurement and record receipt of deliverables.

Meeting Administration/Duty Travel

  • Coordinate administrative preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations.
  • Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting• Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues• Schedule unit meetings and prepare minutesOther Duties• Handle visitors and telephone calls and take action as appropriate, providing background information for appointments• Perform other related duties as required or instructed, including providing support to other areas of work
  • Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting.
  • Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues.
  • Schedule unit meetings and prepare minutes

Other Duties

  • Handle visitors and telephone calls and take action as appropriate, providing background information for appointments.
  • Perform other related duties as required or instructed, including providing support to other areas of work

REQUIRED QUALIFICATIONS

Education

  • Essential: Completion of Secondary School education.
  • Desirable: Training in secretarial practices. University degree is an asset.

Experience

  • Essential: At least five (5) years' experience insecretarial/clerical/administrative work.
  • Desirable: Experience in WHO or in another UN/Internationalorganization 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.

Source:https://careers.who.int/careersection/ex/jobdetail.ftl?job=1901475&tz=GMT%2B05%3A30


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