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:

1. Travel, ticketing, protocol support

• Making domestic/international flight bookings, purchase of air tickets and hotel accommodation arrangements for WHO staff/National Technical Officers, Fellows, International meeting participants, GEA participants, etc.
• Processing requests for government concurrences, visas and stay permits for International Staff, consultant, missions, visitors to WHO Myanmar; Support WHO Myanmar staff for their international duty travel related to visa, ticketing, accommodation arrangement etc.
• Arrange protocol at 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.
• Liaise with WHO SEARO and WHO HQ for UNLP application of staff.
• Assist to issue health insurance certificates, visa facilitation letters and necessary travel related documents for WHO staff/personnel and to assist to fill/submit entry/declaration forms as per requirement of travelling country.
• Monitor and disseminate timely to WHO staff/personnel on updated travel information and entry requirement of countries.
• Coordinate and make arrangement for meetings, briefings, workshops and other official functions organized by WHO Country Office and regional meetings and workshops organized in Myanmar.
• Serve as a back-up support during staff absences.
• Performs other relevant duties as assigned by supervisors.

2. 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.

3. Programme support

• Prepare contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA), Direct Financial Cooperation (DFC), Grant Letter of Agreement (GLOA) 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 such as ticketing, and finance & administrative work in meeting/training organizing, financial claiming. Experience in international organizations 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.

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 local language.

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 USD 15,292 (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 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.

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

• 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 for WHO jobs. 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.

• 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.

• 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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