Executive Assistant

World Health Organization, Yangon, Myanmar

Skill Required:, Project/ Programme Management
Preferred Experience: 
5 years
Closing Date for Applications: 
12th April, 2019


Job Description

OBJECTIVES OF THE PROGRAMME

The objective of the Administrative team is to facilitate programme delivery by providing timely managerial and administrative services to programme delivery collaborators, staff and consultants timely assisting to contribute to WHO transformation agenda with the ultimate goal of attaining Universal Health Coverage. This includes assistance in all aspects of administrative and financial operations including budget and finance, human resources, fellowships, procurement, travel, ticketing and transportation, logistics, building management, safety and security of staff, information technology including GSM operations, telecommunications, publication dissemination, media, protocols and public relations. Further, to provide accurate guidance, information and practices which lead to full compliance and accountability with the Organization's established rules and regulations.

DESCRIPTION OF DUTIES

Under the direct supervision of the Administrative Officer, and general guidance of the relevant program manager(s) and WHO Representative, the incumbent performs the following duties:

Travel, ticketing, protocol support

  • Making domestic/international flight bookings, purchase of air tickets and hotel accommodation arrangements for WHO staff/ National Technical Officers, Fellows, GEA participants, etc.;
  • Processing requests for government concurrences, visas and stay permits for staff, participants, etc.;
  • Arrange protocol at Yangon, Naypyidaw and Mandalay international airports, as applicable,for arrival or departure of senior WHO staff and facilitating immigration and custom formalities;
  • Communicate with travel requestors to seek clarifications and supporting documents related to TRs and TCs which deviate or, are non-compliant with the WHO travel policy. Guide staff members on relevant travel related procedures/policies;
  • Coordinate arrangement for meetings, briefings, workshops and other official functions organized by WHO Country Office;
  • Serve as a back-up support during staff absences;
  • Performs other relevant duties as assigned.

Office Support

  • Screen and distribute incoming correspondence, attaching background information or related file and forwarding to staff concerned, highlighting issues requiring attention; 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.
  • Obtain documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance
  • Maintain filing systems and ensure easy accessibility and retrieval of records.

Programme support

  • Prepare contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA), Direct Financial Cooperation (DFC) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed
  • Initiate requisitions for goods procurement and record receipt of deliverables

REQUIRED QUALIFICATIONS

Education

  • Essential: Completion of secondary education
  • Desirable: Secretarial training, Training in travel and ticketing is an asset

Experience

  • Essential: At least five (5) years' experience in secretarial/clerical/administrative work
  • Desirable: Experience in handling travel, ticketing and visa requirements. Experience in international Oganizations is an advantage.

Skills

  • Thorough knowledge of modern office practices and operations. The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO.
  • Ability to draft routine correspondence etc.,
  • Ability to identify and resolve operational problems with substantial independence;
  • Sound knowledge of driving rules and regulations and security issues .
  • Ability to demonstrate a client-oriented approach, high sense of responsibility, courtesy and tact.
  • 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 office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable.

WHO Competencies

  • Teamwork
  • Respecting and promoting individual and cultural differences
  • Communication
  • Producing results
  • Ensuring the effective use of resources

Use of Language Skills

  • Essential: Expert knowledge of English. Expert knowledge of Myanmar.

Source:https://careers.who.int/careersection/ex/jobdetail.ftl?job=1901040&tz=GMT%2B05%3A30


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