OBJECTIVES OF THE PROGRAMME

The incumbent in this role will be responsible for ensuring smooth functioning of group educational activities (GEA), travel and fellowships related activities by ensuring following standard policy and procedure of the organization.

DESCRIPTION OF DUTIES

Under the overall guidance of Administrative Officer and the direct supervision of Technical Officer (HR & SP), the incumbent performs the following duties:

1. Arranges travel for group educational activities and study tour and fellowships checking necessary government concurrence and WR’s approval. Creates profiles for participants obtaining required documents.

2. Acts as travel focal point, briefs and guides staff, non-staff and visitors on WHO travel policy and rules related travel class, entitlements and protocol matters, as well as General Management System (GSM).

3. Organizes the travel of WRO staff and non-staff; reviews travel requests, obtains price quotations and travel itineraries from travel agent, hotel bookings, arrange security clearance, issues note verbal or visa facilitation letters and raises travel requests in GSM.

4. Advises staff on visa and vaccination requirements; ensures that application forms are correctly completed attaching necessary supporting documents and liaise with embassies for timely issuance of entry visas.

5. Verifies travel claims against authorized itinerary, with regard to actual routing and duration of stay. Recommends consultation in case of discrepancies.

6. Supports missions of official visitors; makes necessary arrangements for accommodation, transportation, meets and assists at airport, if required.

7. Coordinates with SEARO and HQ for issuance and timely renewal of UNLPs and maintains and updates related follow up system. Validates custom passbooks for international staff.

8. Coordinates and arranges intercountry meetings held in the country, manages necessary hotel reservations, arranges per diem and provides other services.

9. Follow up with travel agent for timely submission of invoices and verifies and arrange payments through finance unit. Keeps all records for audit purposes.

10.Performs other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent.

Desirable: University degree in business administration, social science or related field is an asset.

Experience

Essential: At least 5 years of experience in Secretarial-clerical position with focus on travel transactions.

Desirable:

-Relevant experience in WHO or another UN agency is an asset.
-Experience is Oracle-based or other ERP system would be an added advantage.

Skills

-Very good knowledge of modern office procedures and practices, ability to draft correspondence, compile information and prepare summaries, take notes and produce required drafts, ability to carry out a wide variety of office management tasks.

-Good knowledge of WHO rules and regulations, e-Manual, practices/procedures and routines.

-Good filing and organizational skills.

-Knowledge in field security operations and policies is an asset.

-Ability to maintain good working relationships with staff, experts and visitors.

WHO Competencies

-Teamwork
-Respecting and promoting individual and cultural differences

-Communication
-Producing results

-Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at BDT 1,790,360 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level

• Only candidates under serious consideration will be contacted.

• A written test and/or an asynchronous video assessment may be used as a form of screening.

• In the event that your candidature is retained for an 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.

• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff 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.

• The WHO is committed to achieving gender parity and geographical diversity in its staff. 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.

• 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

• 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 into practice.

• 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 final candidates.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• For information on WHO’s operations please visit: http://www.who.int.

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

• 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.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements