Executive Assistant (Procurement) - (2308480)

23 October 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 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 and Building and Office Management ensuring efficient and smooth functioning of the Bangladesh Country Office. The procurement team shall perform all Supplies and Equipment activities of WCO BAN ensuring timely and effective procurement functionality and compliance in place.

DESCRIPTION OF DUTIES

Under the direct supervision of the Administrative Officer and general supervision of the WR Bangladesh, the incumbent performs the following duties: (duties are not all-inclusive nor exhaustive)

  1. Perform as the Secretary to the LCRC to submit procurement cases for review and recommendations of LCRC including preparation of comparative statement, minutes/notes for records of LCRC, justifications on selection of suppliers, adjudication reports. Documentation of all Office tender notices for goods and services.
  2. Providing administrative support of all procurement actions in WRO by applying procurement requisitions for supplies of goods and services, supplier creation, invoice processing, inventory record updating in GSM. Liaise with Central Medical Stores Depot (CMSD), Directorate of Health Services, National Board of Revenue/Customs Department and arrange clearances of the consignments from air and sea ports;
  3. Following up collection of consignments from the central Medical Store Depot by the National Programme Managers, obtain WHO Receiving Reports signed by the different projects upon delivery of the consignments.
  4. Following up routine release of payments to the suppliers through GSC/Malaysia with verification of bills/invoices including, recording of PTEAO reference/numbers, endorsement/approval by the supervisors and FIN/SE_BAN and ensure e-filing and manual record keeping, coordination with RO and GSC as and when required.
  5. Serve as Secretary to Vendor Management Committee and maintain both services and goods vendor list along with evidence of their verification and validation.
  6. Initiate clearance formalizes accordingly in coordination with all relevant GoB and WHO offices, ensure notification to all relevant project concerned, document and follow up clearance.
  7. Ensuring completeness of document in any implementation of other procurement and administrative activities related to renovation/maintenance of premises, safety and security enhancement by following WHO business rules and regulations.
  8. Carrying out any other assignment given by the supervisor from time to time.

Grade: G5
Duration of contract:  2 years
Contract type: Temporary appointment under Staff Rule 420.4
Duty Station:  Bangladesh-Dhaka

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