Team Assistant

OBJECTIVES OF THE PROGRAMME

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State's health and development agendas and harmonized with the United Nations country team

DESCRIPTION OF DUTIES

The incumbent will perform the following duties: * Arrange administrative requirements for the country office including visa and protocol arrangements, pouch management, fleet management records, assets maintenance and office running operations.

• Receive, screen and distribute incoming and outgoing correspondence. Make searches, provide background and prepare drafts of correspondence of non-technical nature. follow up on implementation of all administrative actions, ensuring adherence to deadlines and timely response to correspondence and queries.

• Maintain filing systems and ensure easy accessibility and retrieval of records (paperwork and electronic).

• Type, ensuring correctness of language as well as format, and in accordance with WHO Style Guide, correspondence, reports, documents and presentations upon written/verbal instructions, and independently compose correspondence of administrative nature.

• Screen and receive visitors and telephone calls, make appointments, answer queries of and/or redirect visitors and callers.

• Support the organization of meetings, video/teleconferences, workshops, seminars, etc, including typing of documents, presentations, lists of participants. prepare photocopies and files, travel requests, letters of invitation, reservation of meeting rooms and hotel accommodation. Provide secretarial support during meetings.

• Take notes at meetings and provide informal interpretation/translation when required.

• Make necessary arrangements for field visits and duty travel of staff in the unit, consultants and visiting missions. Arrange for ticket and hotel reservations, security clearances, and initiate the travel requests in ERP. Follow up on travel claims and complete logistical and financial arrangements.

• Draft, complete necessary forms, obtain approvals and initiate contractual documentations and submit different transactions in ERP, including procurement of goods and services, and follow up with concerned parties for the receipt of deliverables and finalization of payments.

• Correspond with suppliers to complete the data needed for the creation of Supplier Form in GSM.

• Using ERP, support and initiate aspects of the implementation of country activities, funds for Program budget levels and financial expenditures, according to the approved country workplan.

• Assist/Replace support staff, and perform other related duties including provision of support to other areas of work and teams as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education supplemented by secretarial/administrative training.
Desirable: University degree in business administration or related field is an asset. Training in administrative, office management practices, financial practice, or project administration would be an additional asset.

Experience

Essential:

At least three years of relevant secretarial/ administrative experience
Desirable:

Experience in general administration and support areas in another UN/international organization would be an advantage.

Skills

• Good filing and organizational skills.

• Ability to maintain good working relationships with national and international staff.

• Good knowledge of WHO rules, manuals, practices, procedures and WHO Style Guide as applicable to the secretarial level an asset.