Team Assistant - WHO
|Job Type||Full Time|
|Deadline||14 April, 2021|
Contractual Arrangement: Temporary appointment under Staff Rule 420.4
Contract Duration (Years, Months, Days): Two years
OBJECTIVES OF THE PROGRAMME
WHO is the specialized agency of the United Nations with the objectives to promote health, keep the world safe and serve the vulnerable. The Communicable Diseases surveillance (CDS) Programme of WHO seeks to address the pledge of leaving no one behind in the programme areas to achieve the national health goals by providing needs-based technical assistance in national level policy formulation, setting norms and standards, improving knowledge dissemination, monitoring country health situation and building sustainable institutional capacity, to play a greater leadership role in different national technical forums as well as contribute to regional and global public health platforms in the area of communicable diseases such as HIV, Malaria, Tuberculosis, neglected tropical diseases (Kala-azar, Lymphatic Filariasis, Leprosy, Soil transmitted helminthiasis, Rabies Snake bite, Dengue and Chikungunya etc.) , viral hepatitis, Kala-azar, Dengue Cholera, and other vector borne diseases, .The programme also aims to provide normative expertise, especially in the realms of prevention, treatment, care, research, training and epidemiology, `to strengthen national capacity and assist building innovative frameworks for public health action against these diseases. The immediate Strategic Objective is to facilitate the implementation of the activities of CDS unit more efficiently and effectively as per organizational rules and regulations and provide a full range of secretarial services in support of project/programme activities
DESCRIPTION OF DUTIES
Under the guidance of MO - CDs and direct supervision of the NPO - NTD, the incumbent provides office/administrative, program and secretarial support as follows:
1. Receive, screen and process correspondence and requests, and follow up on implementation of all administrative actions, ensuring adherence to deadlines and timely response to correspondence and queries attaching background information or related file and forwarding to staff concerned; draft replies to general and administrative matters; type technical reports and documents, tabular materials, etc ensuring conformity with WHO standards; assist in preparing presentations; follow-up on deadlines to ensure timely response.
2. Obtain documents and information from in-house and external sources and undertake information searches based on a brief instruction/guidance.
3. Maintain filing systems and ensure easy accessibility and retrieval of records.
4. Type, ensuring correctness of language as well as format, and in accordance with WHO Style Guide, correspondence, reports, documents and presentations upon written/verbal instructions, and independently compose correspondence of purely routine administrative nature.
5. Submit different administrative transactions in GSM, including procurement of goods and services, and follow up with concerned parties for the receipt of deliverables and finalization of payments.
1. Prepare contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA), draft Direct Financial Cooperation (DFC) related documents, draft direct implementation (DI) related documents, draft request for proposal (RFP) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed.
2. Initiate requisitions for goods procurement and record receipt of deliverables
3. Track/monitor/prepare report of implementation status as per work-plan, keep record as per funding source, draft donor report as per donor requirements. Support development of work plan related activities including budget. Prepare draft annual report as per work-plan. Initiate internal approval process where applicable for program implementation.
1. Support the organization of meetings, workshops, seminars, etc., regarding approval, preparation of lists of participants, travel requests, letters of invitation, files, banner , presentations and slides, reservation of meeting rooms, communication with the relevant stakeholders and hotel accommodation, security issues as per organizational rules.
2. Prepare travel requests for official travel, security issues, make flight and hotel reservations, prepare travel files and other related matters as requested
1. Receive visitors and telephone calls, answering queries and\or redirecting them to appropriate staff providing background information on purpose of appointment
2. Replace other assistants within the department/office during absences (if applicable); perform other related duties as required or instructed, including provision of support to other areas of work.
Essential: Completion of secondary school education.
Desirable: Bachelor's degree in Business Management/social science/public administration or relevant field would be an asset. Training in administrative and office management practices would be an additional asset.
Essential: At least three (3) years' experience in secretarial/administrative work/project management
Desirable: Experience in general administration and support areas in WHO or in another UN/international organization, NGOs would be an advantage.
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
Respecting and promoting individual and cultural differences
Moving forward in a changing environment
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of Bangla.
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 1,067,171 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
- 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.
- For information on WHO's operations please visit: http://www.who.int.
- WHO is committed to workforce diversity.
- WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
- 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.