Executive Assistant (Information)

OBJECTIVES OF THE PROGRAMME

The objective of WHO Bangladesh Country Office is to implement the Country Cooperation Strategy by supporting the Bangladesh Government in the formulation, implementation and evaluation of national health policies, strategies and plans and developing and managing WHO's technical cooperation programmes. WHO provides guidance and technical support in organizing the humanitarian health response and in revitalizing the capacity of the health sector to rebuild and recover from emergencies in appropriate and sustainable ways. The Country Office develops a two-way collaboration with the Government of Bangladesh in support of their efforts of achieving national health goals; of ensuring the attainment of universal health coverage and of contributing to global and regional public health action by providing need-based technical assistance in national level policy formulation, setting norms and standards, improving knowledge dissemination and management, monitoring country health situation and building sustainable institutional capacity, to play a greater leadership role in different national level policy and technical forums. The overall Objective of the Administrative Unit within the Country Office is to provide core services in order to facilitate programme delivery in all aspects of Administration & Financial operations, including Budget, HR, Group Educational Activities and Staff Travel, Procurement, Security, Transport, Building and Office Management ensuring efficient and smooth functioning of the Bangladesh Country Office.

DESCRIPTION OF DUTIES

Under the guidance of WHO Administrative Officer and the direct supervision of Executive Associate (Administration), the incumbent will perform following duties:

1. Receives, maintains, updates, and classifies files and documents of the Country Office and takes responsibility for the safety and proper filling of documents (both electronic and manual system).

2. Receives, sorts, registers, and distributes correspondence, files, incoming mails, pouches, reports, publications, and attaches necessary background information and maintains follow-up system for the Section. Maintains confidentiality of incoming and outgoing correspondences. Assists in registering and dispatching outgoing correspondences as appropriate (most of these activities are done by Registry).

3. Support in implementing electronic filing system, including digitization of historical information, permanent files and other critical documents/forms as prescribed by management and technical units and initiate actions for reviewing of inactive files by appropriate units and obtain approvals for proper disposal.

4. Receive approved PDF Copies of POs, APW (Agreement of Performance of Work), TSA (Technical Service Agreement), DFC (Direct Financial Cooperation), DI (Direct Implementation), GLOA (Grand Letter of Agreement) etc., through generic mailbox and develop tracking system in excel sheet to monitor documents and send to the respective Technical Unit through e-mail for necessary action as per SOP (Standard Operating Procedures). Create separate biennial electronic and manual file in the documentation unit for the PDF copies and uploaded in the electronic folder created for the respective project giving name as project file naming convention.

5. Create biennial separate project file folders for each project giving name, project number for APW, TSA and DFC.DI, and GLOA. The original agreements/contracts will be kept in the project files. These files are to be kept in almirah under lock and key to ensure safety of documents.

6. Receive/Collect counter signed hard copies of APW, DFC and TAS sent by TO/Project Office to WRO. Record them giving entry (PO) number as per incoming documents receipt data format.

7. Keep in Documentation Unit original signed APW, DFC and TSA, DI, GLOA Agreements, reports and other related documents in archive. All other POs received in generic mailbox will be sent to S&E Unit.

8. Create Electronic File Tree for subject files from A-Z as per WHO subject file criteria and create electronic project file tree from A-E. Keep all documents in electronic files and archive. Ensure retrieving documents as and when requested.

9. Create Account Payable suppliers for WCO BAN as per guidance note of enhanced supplier self-service page (Corporate Suppliers & Non-Staff Participants).

10. Upload relevant documents under DFC, DI AND GLOA in Share Point.

11. Perform other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of Secondary School Education
Desirable:

- Secretarial Training of general office operation.

- Training in electronic record-keeping/file maintenance procedures is an asset;

- Orientation in mailing, dispatch procedures and related rules useful and use of computer and common softwares.

Experience

Essential: At least five (5) years of relevant practical experience in secretarial /clerical work, preferably, in an international organization.
Desirable: Experience in secretarial/clerical support positions in WHO (in order to have a sound knowledge of its rules and regulations, procedures and practices) is an advantage.

Skills

• Good writing and verbal communication skills. Ability to draft standard correspondence. Ability to handle work in a timely and accurate manner with tact and discretion, as required.
• Thorough understanding of WHO procedures, and guidelines issued by RO and HQs on records and archives, diplomatic pouch services and other related matters and ability to proper interpretation of WHO Manual provisions with regard to records and archival procedures.
• Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training skills to operate computer with ease with excellent knowledge of MS Excel spreadsheets.

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. Expert knowledge of Bangla.

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 BDT 1,586,219 (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.

• 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.

• WHO is committed to workforce diversity.

• 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.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.