Executive Assistant

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Description

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OBJECTIVES OF THE PROGRAMME

To provide administration support services for the entire assigned Technical Unit operations of office and programme support both offline and online in GSM in response to the programme requirements of WHO collaborative programmes and Country Office operation.

DESCRIPTION OF DUTIES

Under the direct supervision of Administrative Officer, and broad guidance of the WHO Representative to Indonesia, the incumbent provides office and secretarial support as follows:

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.

Programme support

• Prepare contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA) 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.

Meetings/Duty travel

• Support the organization of meetings, workshops, seminars, etc,, including typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation.
• Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and other related matters as requested.

Other duties

• Receive visitors and telephone calls, answering queries andor redirecting them to appropriate staff providing background information on purpose of appointment.
• Replace Executive Assistant during absences (if applicable); perform other related duties as required or instructed, including provision of support to other areas of work.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary school education.
• Desirable: Training in secretarial practices and any other relevant training on administration, finance, procurement highly desirable. University degree is an asset.

Experience

• Essential: At least five (5) years of experience in secretarial/clerical/administrative work.
• Desirable: Experience in WHO or in another UN/International organization would be an advantage.

Skills

• Thorough knowledge of modern office procedures and practices.
• The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO.
• Ability to draft standard correspondence; 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.

Use of Language Skills

• Essential: Expert knowledge of English. Expert knowledge of Bahasa Indonesia.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2212157&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta

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