Executive Assistant (Programme) - (2303426)

2 June 2023
Expression of interest

Objective of the programme 

The objective of the 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 greater leadership role in different national level policy and technical forums. Within the framework of the Collaborative Country Cooperation Strategy, the Health Systems Programmer's objective is to promote universal health coverage through strengthening primary health care. The Programme supports the Government of Bangladesh in advocating for a more integrated human resource development; facilitating the delivery of quality and integrated people-centered services; ensuring equity in national health policies, strategies and plans through formulation of legal and regulatory frameworks to implement the Health Care Finance Strategy and further strengthening capacities in generating information and utilizing evidence as well as in ensuring quality medical products.

DESCRIPTION OF DUTIES

Under the overall guidance of WHO Representative (WR-BAN) and the direct supervision of Team Leader (Health Security and Emergency), the incumbent provides the following secretarial and administrative support to the Health Security and Emergency Programme:

Office management

  • 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 guidance to other staff on office procedures and WHO standards.

Programme support

  • 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; assist in the preparation of financial and technical progress reports to donors.
  • Prepare contracts for consultants, Agreement for Performance (APW), Technical Services Agreements (TSA) and General External Services requests (GES); record receipt of deliverables and initiate and monitor payment.
  • Initiate requisitions for goods procurement and record receipt of deliverables.

Meeting administration/Duty travel

  • Coordinate administrative preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations.
  • Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meeting.
  • Prepare travel requests for official travel, obtain security clearance, 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.
  • Schedule unit meetings and prepare minutes.

Other Duties

  • Handle visitors and telephone calls and take action as appropriate, providing background information for appointments.
  • Perform other related duties as required or instructed, including providing support to other areas of work.

Grade: G5
Duration of contract:  2 years
Contract type: Fixed-term appointment
Duty Station:  Bangladesh-Dhaka

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