Specialist Assistant

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Description

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

• Receive visitors and telephone calls with tact and discretion, prioritizing according to the importance and/or urgency, and provide background information redirecting as appropriate.
• Prepare reports and documentation for signature or clearance by relevant authority, checking for correct grammar, accuracy, and adherence to WHO communication standards.
• Assist in the preparation of technical presentations, reports and articles including formatting, editing, and compiling background information.
• Maintain a record of incoming queries/correspondence, determine priority, bring to the attention of the responsible staff member and follow up on action and response.
• Proofread and quality assure the standard of outgoing correspondence for action/signature by the supervisor.
• Establish and maintain electronic files and controlled reference materials.
• Provide administrative and operational support for in-person and virtual meetings, seminars and workshops including the preparation of correspondence and documentation as needed.
• Make travel and hotel arrangements including processing of travel authorizations/claims for staff as required.

• Support with the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the human resources action plan.

• Initiate contracts and requisitions for goods on the enterprise resource planning system, monitor and record receipt of deliverables and initiate and monitor payments as needed.
• Liaise with staff, contractors and service providers to address any outstanding issues.

• Assist with monitoring and progress review of projects and tasks in the enterprise resource planning work plan.
• Maintain and update staff on project and task budget ceilings, award budgets, expenditures, and funds available as required
• Monitor income and expenditures for planning purposes.
• Promptly follow-up on financial, budgetary and any outstanding financial issues concerning the team/department, including ensuring timely processing of committal documents.
• Prepare elements of periodic financial and technical progress reports as required.

• Organizational procedures relating to the position, and their consistent application to work tasks.
• Basic financial/accounting knowledge.
• Excellent oral and written communication, including for routine and non-routine correspondence, and reports.
• Ability to maintain effective client relationships and proactivity in servicing clients.
• Ability to organize protocol arrangements in accordance with established standards.
• Ability to administer official calendar, arrange meetings, schedules, itineraries.
• Ability to undertake simple research and organize information for the preparation of reports and briefings.
• Proficiency in computers and office software packages, handling of web-based management
• systems, enterprise resource planning (ERP) systems and Cloud Management Enterprise System such
• as Workday.
• Ability to identify and manage one’s own emotions, as well as helping others to do the same.

• Certificate of completion of secondary or high school. Certification in accounting and or office administration

• Minimum of five years of work experience relevant to the position (in the administrative field, including in large public sector organizations).

• Expert knowledge of English, Russian and Kyrgyz

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