Team Assistant

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Description

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Under the direct supervision of TO-NUR and broad guidance of the Director, UHC/FGL, 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.

Experience

Essential:

• At least three (3) years’ experience in secretarial/clerical/administrative work

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

Language Skills:

Essential:

• Expert knowledge of English language

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2404297

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