Saturday, May 12, 2018

Executive Assistant (Administration & Programme Support), Thimphu, Bhutan WHO - World Health Organization Closing date: Sunday, 27 May 2018



Executive Assistant 
(Administration & Programme Support), 
Thimphu, Bhutan 
WHO - World Health Organization 
Closing date: Sunday, 27 May 2018

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Executive Assistant (Administration & Programme Support) - (1801523)  
Grade: G5
Contractual Arrangement: Fixed-term appointment
Contract duration: Two years
: 

Job Posting

: May 7, 2018, 5:41:17 AM

Closing Date

: May 28, 2018, 11:59:00 PM

Primary Location

: Bhutan-Thimphu

Organization

: SE_BHU WR Office, Bhutan

Schedule

: Full-time  
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings. 

OBJECTIVES OF THE PROGRAMME

The objective of the programme is to deliver WHO Core functions at country level and the specific activities include : Effective implementation of WHO's collaborative programmes in Bhutan; harmonization and alignment of WHO support with national processes and systems; effective mobilization and utilization of resources within the framework of the programme budget; close cooperation and coordination between WHO And the Royal government of Bhutan, UN agencies and other external partners; support and collaborate with the Ministry of Health for further development and implementation of national policies and strategies to ensure equitable and universal access to quality health care.

DESCRIPTION OF DUTIES

Under the direct supervision of National Professional Officer (Administration), and overall guidance of the WHO Representative, the incumbent provides office support for the smooth running of the programmes at the WCO level in the following areas:

  • 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 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;
  • Prepare contracts for Direct Financial Cooperation (DFC), consultants, Agreement for Performance (APW), Technical Services Agreements (TSA), Imprest PO and General External Services requests (GES).
  • Initiate requisitions for goods procurement and record receipt of deliverables.
  • Coordinate administrative preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; Schedule meetings and prepare minutes.
  • 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.
  • To follow-up on programme implementation, encumbrances, drawing the attention of the supervisor or other senior staff to problems, inconsistencies and delays. To provide budgetary and financial data in the preparation of progress reports including donor reports.
  • 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: Relevant university degree would be an asset. Training in administrative /secretarial field. Knowledge of WHO Rules and Regulation, experience the International level would be an advantage.

Experience

Essential: At least five (5) years' experience in secretarial/clerical/administrative work
Desirable: Experience in WHO or in another UN/International organization would be an advantage.

Skills

--> Thorough knowledge of WHO Rules and Regulations, policies and administrative procedures , 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 equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.
Desirable:

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 BTN 410,816 (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.
  • 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.