Assistant (Administrative Services Desk)

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Description

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The Administrative Services Unit (ASU) is responsible for providing operational and administrative support to all regional staff in the areas of travel, transportation, meeting management, assets and inventory tracking and management, registry and logistic services, staff security and safety, building and grounds maintenance and other related services. The ASD Team provides overall management and coordination of activities in the ASU to ensure provisions of services in ASU in a responsive and high quality manner.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

• Receive, screen, track and distribute incoming correspondence, attaching background information or related file, and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary.
• Draft replies to general and administrative correspondence on the basis of instructions or on own initiative and finalize such correspondence.
• Using GSM, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.
• Initiate, through GSM procurement module, contracts for consultants, Agreements for Performance of Work (APW), and other contract modalities. Monitor and record receipt of deliverables and initiate and monitor payments as needed. Initiate, through GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.
• In collaboration with senior administrative support staff, monitor deadlines, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner.
• Type, edit for language and grammar, correct and format, in accordance with WHO and departmental styles, technical reports and documents, tabular materials and assist in preparing presentations.
• Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
• Maintain filing systems, ensuring that all activities supported are traceable and accessible as required.
• Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.
• Support the organization of team and departmental meetings, workshops, seminars, etc., including the typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.
• Replace other support staff as required.
• Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary school or equivalent.
• Desirable: Additional training in administration is an advantage.

Experience

• Essential: At least three (3) years of relevant experience in administrative or clerical functions.
• Desirable: Experience in UN or other international organizations is desirable.

Use of Language Skills

• Essential: Intermediate knowledge of English

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2404388

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