Office Assistant

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Description

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The office of Director TMC coordinates, guides, and oversees the programmatic and administrative cohesion of the Center, ensuring optimum delivery of services and output in line with Governing Body resolutions, the General Program of Work and the Program Budget and utilizing available resources. The office also aims at achieving synergies between individual units, departments and programs including implementation in compliance with the Internal Control and Regulatory Framework of the Organization.

Duties:

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

•  Support the Programme Management Officer (PMO) with the organization and delivery of general administrative functions, including host country protocol related matters, provision of goods and services, event organization, travel, logistics, security, premises, and inventory management, etc., contributing to a smooth and efficient implementation of programme delivery.
• 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.
• 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 contracts, monitor, and record receipt of deliverables and initiate and monitor payments as needed. Initiate requisitions for goods procurement and monitor and receipt of deliverables.
• 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.
• 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.
• Replace other support staff as required.
• Perform all other related duties as assigned by line managers.

Required Qualifications:

Education

Essential:

• Completion of secondary school or equivalent.

Experience:

Essential:

• At least 3 years of relevant experience

Skills:

• Sound organization and wide range of office skills. Sound knowledge and skills using a variety of office and computer packages. The ability to multitask and work independently when required.

Language Skills:

Essential:

• Expert knowledge of English. Intermediate knowledge of Hindi.

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