Executive Assistant

OBJECTIVES OF THE PROGRAMME

To provide administrative support in the Administration unit.

DESCRIPTION OF DUTIES

Under the direct supervision of the Administrative Officer and general guidance from the WHO Representative, the incumbent will perform the following duties:

• Ensure the coordination of Security and safety for overall personnel is established and updated.
• Liaise with UNDSS to ensure the Minimum Operating Security Standards (MOSS) compliance, timely report on security-related incidents, disseminate security and travel advisory information and arrange security briefings and training of staff.
• Assist in business continuity actions in compliance with decisions made by the Business continuity management team.
• Ensure effective administrative support, including travel, assets management, local service requirements, visas, UNLP, insurance, transportation, logistics, etc.
• Ensure appropriate asset management and provide relevant reports to the management.
• Ensure effective space management within the premises and ensure the premises management plan is running smoothly for maintenance and usage.
• Ensure proper administration of physical facilities and office arrangements for team members including office equipment, furniture, and supplies for the office.
• Provide administrative support to the team members including the processing of correspondences; requisition of office supplies and inventory; maintaining a filing system.
• Maintain a database including contact information of internal, counterparts, resource persons, and supervisors from the regions.
• Responsible to manage overall office vehicles and the fleet, including registration and maintenance.
• 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.
• Perform other related duties, as required.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary school education or equivalent technical or commercial education.
• Desirable: Training in Accounting, Administration, and/or in the Management field is desirable. A university degree is an asset.

Experience

• Essential: At least five (5) years of relevant experience in the area of administration, logistics, assets management, security, and/or office management.
• Desirable: Familiarity with WHO policies and practices. Working experience in administration with WHO or other UN Agencies at the national and international level is an asset.

Use of Language Skills

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

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2401444&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta