Executive Assistant

World Health Organization

Jakarta, Indonesia

Experience: 5 to 10 Years

Skill Required: HR and Admin

Under the direct supervision of the National Professional Officer (Procurement) and Administrative Officer, the incumbent will perform the following duties:

  • Assist in processing procurement requests with appropriate suppliers for specialized technical items such as printing, drugs, vaccines, hospital and laboratory equipment and administrative supplies.
  • Ensure follow-up to ensure timely delivery/installation of supplied equipment and inspection when required.
  • Extract and format, in comprehensive form, procurement data from documentary, electronic and market and/or internet sources, among others.
  • Respond to queries regarding procurement-related data and basic purchase requisitions from staff in all Technical Units, seeking clarification from the Procurement Officer, as required.
  • Issue work orders while assisting in the management of contracts and long-term agreements and record and reconcile all expenditures incurred during the contractual period of LTA.
  • Prepare documentation for Biding Invitation, arrange Bid Opening and LCRC meetings and prepare draft of LCRC case submissions and Minutes of LCRC.
  • Take necessary follow-up actions in order to expedite the procurement process to meet the requirements of the WHO collaborative programs.
  • Identify potential sources of supply and assist in liaison with suppliers to maintain updated catalogues, delivery and price information for items mentioned above.
  • Utilize WHO catalogue for standard procurement of goods; create Non-Catalogue requisitions, RPE and service requisitions.
  • Submit and follow-up the payment requests for local and global purchases through GSM.
  • Reconcile POs against invoices and follow-up as required ensuring the satisfactory and timely delivery of supplies.
  • Perform other duties as assigned by the supervisors.

Required Qualifications:

  • Essential: Completion of secondary school education.
  • Desirable: Training in procurement management or logistics management including of CIPS (Charted Institute of Procurement & Supply) training highly desirable.


  • Essential: At least five (5) years' experience in secretarial/clerical/administrative work/logistics and procurement
  • Desirable: Familiarity with WHO policies and practices. Working experience with WHO or other UN Agencies at the national and international level is an asset.


  • Knowledge of UN (WHO) procurement system, data processing and analysis
  • Ability to work in harmony with national/international staff of WHO and Ministry of Health
  • Ability to prepare statistical reports
  • Ability to draft standard correspondence

Use of Language Skills:

  • Essential: Expert knowledge of English. Expert knowledge of Bahasa Indonesia

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2307652