Office assistant

Job profile summary

The incumbent will perform a variety of routine, administrative and clerical office support functions, contributing to the smooth and efficient running of the office/team/project or unit.

Key duties and responsibilities

The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.

• Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information.
• Provide services to the office in protocol, administrative and logistics support for meetings,conferences, and events.
• Review, record, distribute and process incoming mail and correspondence, respond or draft routine responses, and proofread outgoin correspondence in accordance with established WHO guidelines.
• Initiate and process general administrative tasks in finance, travel, human resources and procurement on the enterprise resource planning system.
• Research, compile and organize information and reference materials from various sources for reports.
• Manage and update databases for mailing lists and other information and maintain electronic/ paper files.
• Ensure availability of office supplies and appropriate maintenance of office equipment.

REQUIRED QUALIFICATIONS

Educational qualifications

• Essential : Certificate of completion of secondary or high school.
• Desirable : Training in office administration.

Work experience

• Essential : A minimum of three years of work experience relevant to the position (general administration and office support).
• Desirable : Experience working with development organizations, such as, the United Nations.

Use of Language Skills

• Essential: Expert knowledge in English and local language

Functional knowledge and skills

• Good knowledge of organizational administrative and other procedures relating to the position, and their consistent application to work tasks.
• Communication skills including the ability to write/originate routine correspondence and reports using proper grammar, punctuation and style.
• Skills to maintain effective client relationships.
• Ability to perform protocol arrangements in accordance with established standards.
• Ability to administer official calendar, arrange meetings, schedules, itineraries.
• Ability to compile and organize information for the preparation of reports, meetings, and briefings.
• Ability to multitask and work independently when required.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403708&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta