Executive Assistant- Head of Sub-office (HoSO) - (2308861)

30 October 2023
Expression of interest

Objective of the programme 

The mission of the WHO Emergencies Program (The Programme) is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

DESCRIPTION OF DUTIES

  1. Drafts/prepares general correspondences ensuring grammatical accuracy, spelling, format and conformity with procedural directives and assist in preparing technical presentations.
  2. Supports smooth functioning of category activities by ensuring all relevant and timely follow-ups with government and other counterparts, as required.
  3. Provides team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
  4. Reviews and verifies various contractual documents and corresponding materials, purchase requests, and contract extensions/renewals to ensure compliance with existing rules and procedures.
  5. Monitors budget and expenses of the relevant program, and provides budgetary and financial data including analysis for preparation of progress and donor reports.
  6. Act as a focal point in travel support and logistics arrangements in meetings, workshops, and seminars with government counterparts and other development partners.
  7. Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
  8. Initiate, through Oracle/GSM procurement module, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services (GES) requests.  Monitor and record receipt of deliverables, and initiate and monitor payments as needed.
  9. In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
  10. Takes meeting minutes and provides support for follow-up actions, as required. 
  11. Ensures all programme technical reports and corresponding documents are maintained in line with WHO standards, rules, practices and procedures.
  12. Reviews obligating documents, checks them for completeness, and follows on missing information, ensures timely liquidation of obligations, undertakes reconciliation and prepares periodic reports, as required.
  13. Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

    Grade: SSA-5
    Duration of contract:  1 Year (Possibility of extension)
    Contract type: Special Services Agreement (SSA)
    Duty Station:  Bangladesh-Cox's Bazaar

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