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Executive Assistant (Logistics)

Yangon

  • Organization: WHO - World Health Organization
  • Location: Yangon
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Logistics
    • Supply Chain
    • SE_MMR WR Office, Myanmar
  • Closing Date: Closed

OBJECTIVES OF THE PROGRAMME

The Administration & Finance team in WHO Myanmar country office provides operational, administrative support and financial services to achieve effective implementation of WHO collaborative programmes in the country. This encompasses and includes vital area of providing procurement services at the Country Office, where provision of effective and efficient administrative support is the objective.

DESCRIPTION OF DUTIES

Under the direct supervision of Administrative Officer (AO) and guidance by WHO Representative to Myanmar (WR), incumbent will perform the following duties\: 

1.  Prepare all the necessary documentation for local procurement tenders (ITBs, RFQS), communicate with evaluation panel members (CCRC) for finalization to issue Purchase Orders (POs) in compliance with WHO SOPs;

2.  Monitor and follow up the procurement status of goods and services through GSM, issuance purchase orders, download and share with technical teams; 

3.  Arrange logistics support on facilities maintenance, movement of stocks, office consumables and office equipment and reporting on need for replacement/repair or purchase of additional equipment including IT;

4.  Maintain Fixed Asset register in line with the WHO procedures, update records, and assign barcodes for fixed assets items in main established country office and field offices;

5.  Facilitate and coordinate in obtaining necessary approval of the shipment for personal effects (arrival and departure) and purchase and disposal of personal vehicles for international professional staff in the country;

6.  Coordinate and evaluate driving hours and overtime performances of drivers for field trip, preparing duty roster and overtime for both drivers as well as the utilities of the office vehicles;

7.  Arrange services of qualified vendors for repair and maintenance of office facilities and office vehicles and keep proper updated records including condition of vehicles, monitor consumption of fuel and tyres and ensure maximum safety and security;

8.  Prepare contracts and keep regular contact with service providers for monitoring of their contracts' terms at administrative level;

9.  Serve as a back-up during staff absences.

10.  Any other relevant duties assigned by WR or AO.

REQUIRED QUALIFICATIONS

Education

Essential\: Completion of secondary education.

Desirable\: Bachelor degree from a recognized university.

Experience

Essential\: At least five (5) years' general and administrative work experience.

Desirable\: Familiarity in the areas of procurement of supplies and equipment and experience in UN/international NGO is an asset.

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.

Other skills (eg. IT)\: Proficiency in the use of modern office software packages such as MS Office (Word, Excel, Powerpoint, Outlook, etc) and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable. 

WHO Competencies

  • Teamwork
  • Respecting and promoting individual and cultural differences
  • Communication
  • Producing results
  • Ensuring the effective use of resources

Use of Language Skills

Essential\: Expert knowledge of English. Expert knowledge of MYANMAR.

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 USD 14,290 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

  • Duty station may change from Yangon to Nay Pyi Taw, in future. 
  • 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.
  • WHO is committed to workforce diversity.
  • 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.
This vacancy is now closed.
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