Procurement Executive Assistant

4 weeks ago

Dhaka, Dhaka, Bangladesh World Health Organization Full time


Job Description

Description

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The overall Objective of the Administrative Unit within the Country Office is to provide core services in order to facilitate programme delivery in all aspects of Administration & Financial operations, including Budget, HR, Group Educational Activities and Staff Travel, Procurement, Security, Transport and Building and Office Management ensuring efficient and smooth functioning of the Bangladesh Country Office.

The procurement team shall perform all Supplies and Equipment activities of WCO BAN ensuring timely and effective procurement functionality and compliance in place.

Description Of Duties:

Under the direct supervision of the Administrative Officer and general supervision of the WR Bangladesh, the incumbent performs the following duties: (duties are not all-inclusive nor exhaustive)Perform as the Secretary to the LCRC to submit procurement cases for review and recommendations of LCRC including preparation of comparative statement, minutes/notes for records of LCRC, justifications on selection of suppliers, adjudication reports. Documentation of all Office tender notices for goods and services.Providing administrative support of all procurement actions in WRO by applying procurement requisitions for supplies of goods and services, supplier creation, invoice processing, inventory record updating in GSM. Liaise with Central Medical Stores Depot (CMSD), Directorate of Health Services, National Board of Revenue/Customs Department and arrange clearances of the consignments from air and sea ports;Following up collection of consignments from the central Medical Store Depot by the National Programme Managers, obtain WHO Receiving Reports signed by the different projects upon delivery of the consignments.Following up routine release of payments to the suppliers through GSC/Malaysia with verification of bills/invoices including, recording of PTEAO reference/numbers, endorsement/approval by the supervisors and FIN/SE_BAN and ensure e-filing and manual record keeping, coordination with RO and GSC as and when required.Serve as Secretary to Vendor Management Committee and maintain both services and goods vendor list along with evidence of their verification and validation.Initiate clearance formalizes accordingly in coordination with all relevant GoB and WHO offices, ensure notification to all relevant project concerned, document and follow up clearance.Ensuring completeness of document in any implementation of other procurement and administrative activities related to renovation/maintenance of premises, safety and security enhancement by following WHO business rules and regulations. Carrying out any other assignment given by the supervisor from time to time.

Required Qualifications:

Education:

Essential: Completion of secondary school educationDesirable: Training in administrative and office management and practices. Bachelor's degree in a relevant field Certified in Procurement Management training/course would be an advantage

Experience:

Essential: At least five (5) years' experience in secretarial/clerical/administrative workDesirable: Experience in managing procurement, logistics, and supplies activities. Experience in UN/International Organization would be an advantage

Skills:

Thorough knowledge of modern office procedures and practices; The incumbent keeps up-to-date with changes in procedures and practices, rules and regulations, organizational structure in the department and WHO;Ability to identify and resolve operational problems with substantial independence;Sound knowledge of driving rules and regulations and security issues.Ability to assess vehicles for mechanical fitness;Ability to manage other staff regarding relevant work responsibilities and coordinate assignments to achieve common goals;Ability to demonstrate a client-oriented approach, high sense of responsibility, courtesy ad tact.Ability to handle work in a timely and accurate manner with tact a discretion, as requiredAbility to draft standard correspondence;Knowledge of Bangladesh protocol, vehicle laws and practices.

Use of Language Skills:

Essential: Expert knowledge of English.

Source:



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