Executive Assistant – HR & Travel

Objective of the programme

The objectives of the Programme are to deliver WHO core function with particular focus on the organization’s directing and coordinating role for international health as expressed in the constitution. The immediate objective is to develop and sustain WHO as a flexible, learning organization, enabling it to carry out its mandate more efficiently and effectively.

This individual will support the programme of WHO Bangladesh with focus on Cox’s Bazar Emergency Sub-office (WSO) by providing HR, travel and administrative service.

Description of duties:

Under the overall supervision of Head of Sub-office (HoSO) and direct technical supervision of Technical Officer – Admin and Finance, the incumbent will be performing the following duties and responsibilities:

HR Operations:

1. Commencing the recruitment procedure for new or vacant positions, including SSA, Consultant, and Staff roles, involves obtaining necessary approvals, publishing vacancy notices, collaborating with the WCO regional HR team to secure approval, and facilitating the onboarding process.
2. Follow-up and support new arrivals including scheduling and facilitation of induction/orientation sessions in Cox’s Bazar to ensure new staff, consultants and SSAs are adequately briefed on their roles and expectations.
3. In close coordination with the WCO HR and EA Coordination, ensure appropriate onboarding and exit formalities are in place including timely submission of performance evaluation and end of mission reports for consultants.
4. Preparing SSA contracts, initiating timely submission for extension of SSA, Consultant, and Staff contracts in coordination with WCO and Regional HR team.
5. Maintain records of SSA holders working for the emergency program in CXB including copies of contracts, leave records, end of contract evaluation reports, etc.
6. Maintain records of staff, consultants, and others deployed to CXB ensuring copies of contracts, reporting forms, leave records, assignment reports, technical evaluation, and clearance certificates are adequately maintained.
7. Timely submission of payroll of SSA by incorporating essential adjustments and calculations, such as step changes, inclusion of new SSA holders, and ensuring accuracy in payroll information.
8. Assist in offering the necessary support throughout the preparation of essential documents such as salary certificates, employment certificates, No Objection Certificates (NOC), and other facilitation letters as needed by staff.
9. Act as the primary liaison with HR outsourced service agencies in overseeing recruitment, third-party contract, invoice settlement, budget management, and establishment of Long-Term Agreement (LTA).

Travel:

1. In consultation with AFO, determines the R&R entitlement of deployees, where applicable, raises R&R Travel Requisitions, and maintains records of pre and post travel documentation like travel authorization, boarding passes, and invoices for payment of travel costs, etc.
2. Initiate Travel Requisitions for duty travel of staff and deployees and make bookings in coordination with WCO Dhaka.
3. Assist missions and delegations visiting CXB in making travel arrangements and hotel reservations in coordination with the operations Logistics team assistant.

General Admin Support:

1. Drafts/prepares general correspondences ensuring grammatical accuracy, spelling, format a conformity with procedural directives and assisting in preparing technical presentations.
2. To provide General Administration Support to the Technical Team as and when required.
3. Serve as a point of contact for employees regarding HR and travel-related inquiries and concerns and help address issues in collaboration with the WCO HR and Travel team.
4. Oversee the issuance of office ID cards, ensuring accuracy, maintaining an updated database, and coordinating with IT/security teams for integration and access control.
5. To carry out any other related jobs as requested by the supervisor.

Required Qualifications:

Education:

Essential: University degree in Human Resources, Management, Administration, Finance/Accounting or related field from a recognized University

Desirable:

• Any advanced relevant HR training
• Post-Graduation Diploma in Human Resource Management (PGDHRM).

Experience:

Essential: Minimum of 3 years' relevant of work experience in human resources, travel and related general administrative and support areas.

Desirable:

• Experience in UN agency, International Organization, NGO, Multinational Company, etc.
• Experience in Oracle-based or other ERP system would be an added advantage.

Functional Knowledge and Skills:

• Ability to carry out a wide variety of tasks.
• Ability to take notes and prepare draft documents/correspondence.
• Knowledge of public health system and services in Bangladesh
• Organizational skills: deadline compliance, proactive action
• He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

Competencies:

• Teamwork
• Respecting and promoting individual and cultural differences.
• Communication
• Producing results
• Moving forward in a changing environment

Languages:

Excellent knowledge of spoken and written English.

Computer Literacy:

Proficiency in MS Office software (i.e., word processing, excel, outlook, power point, access etc.)

Duty Station

Cox’s Bazar, Bangladesh

Salary & others benefits:

WHO offers locally competitive packages such as:

• Monthly salary: BDT 97,226 (non-negotiable) SSA-5
• Insurance, Leave and Applicable holidays as per WHO rules.

Additional Information

1. This Vacancy Notice may be used to fill similar positions at the same level.
2. Only candidates under serious consideration will be contacted
3. A written test and interviews may be used as a form of screening.
4. If your candidature is retained for 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.
5. For information on WHO's operations please visit: http://www.who.int.
6. The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits workforce regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
7. The WHO is committed to achieving gender parity and geographical diversity in its workforce. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply for WHO jobs.
8. Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
9. An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter (https://www.who.int/about/who-we-are/our-values) into practice.
10. WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of short-listed candidates.
    WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
11. Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
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13. This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
14. Any extension of appointment would be subject to programmatic requirements, performance of the incumbent and availability of funds.
15. Qualified female candidates are encouraged to apply.