Associate

Purpose of the Position

To provide support services under WCO, the incumbent is to provide administrative support in maintaining asset and inventories alongside documentation unit of WHO Country Office, Bangladesh.

DESCRIPTION OF DUTIES

Under the overall guidance of WR and direct supervision of the Operations Specialist, the incumbent performs the following duties:

Asset and Inventory:

1.    Oversee the management of the central storage of all equipment and recording of stationeries and, IT equipment and office supplies by using Supply Management System, ensuring correct procedures are followed and all items recorded in line with WHO rules, regulations and policies.

2.    Maintain and update inventory records of vehicles and other items and equipment in the office/stores, advising their replacement from time to time, and making recommendations for repair, replacement, and disposal of obsolete items, including preparation of proposals for the Property Survey Committee, etc.

3.    Ensure all fixed assets are tagged and recorded in Fixed Asset Register and conduct periodic review and physical checking of the assets in WCO Dhaka and WSO Cox’s Bazar.

4.    Create and monitor a system of controls, procedures, and forms for the recording of FA/ FAR (acquisitions and dispositions).

5.    Responsible for bulk requisition of stationery, local procurement of non-coded items and issuance of these items to the staff, from time to time, and maintenance of records thereof.

6.    Coordinate and support the logistical support and arrangements related to the WHO Global Regional /Inter country meeting/seminar workshop.

7.    Explore and develop dependable and lasting systems for disposal of potential obsolete fixed assets, including vehicles.

8.    Recommend to management any updates on polices related to fixed assets.

9.    Monitor on the quality and quantity of the received stationeries and ensure the quantity dispatched as per consignor's documents match with quantities received.

10. Oversee warehouse operations in Dhaka and Cox’s Bazar, as required. Conduct periodic physical verification and suggest measures for smooth operations.

Documentation:

11. Responsible for the overall management of the documentation sub-unit. Maintain compliance check for all obligatory documents and preserve the documents electronically as well as in hard copies in the archive as per the record retention schedule.

12. Upload IP Assessments, DFC, DI, Grant LOA documents into the Sharepoint site after proper review. Maintain all regulatory provisions in coordination with compliance unit, technical units and SEARO.

13. Maintain AP Supplier creation for corporate suppliers, SSAs and Consultants.

14. Disseminate BANLPO communications to all units. Develop a tracking system for all PO’s category wise.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education.
Desirable: University Degree or post-secondary certificate in office administration and management would be an asset.

Experience

Essential: At least eight years of general administrative experience in the area of supplies and logistics, store management and documentations.
Desirable: Experience of working with the UN System or in WHO.

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. Expert knowledge of Bangla.

Skills

Good level of computer literacy; the ability to analyze spreadsheets and data and manage electronic information.

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 2,408,029 (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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