Team Assistant

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Description

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Under the overall guidance of Administrative Officer and the direct supervision of the MO (NCD), the incumbent provides the following secretarial and administrative support to the Health Systems Programme:

Office management:

• Review incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure out going correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlines
• Create and/or maintain filing systems and ensure updated information; obtain documents and information from in-house and external sources and perform information search as required

Programme support:

• Provide support in the monitoring implementation of the workplan, including timely information on budget ceiling/award budgets, monitor income and expenditure and funds available; follow up on financial/budgetary issues and ensure timely processing of committal documents; assist in the preparation of financial and technical progress reports to donors
• Prepare contracts for consultants, Agreement for Performance of Work (APW), Direct Financial Cooperation (DFC), Technical Services Agreements(TSA) and General External Services requests (GES); record receipt of deliverables and initiate and monitor payment
• Initiate requisitions for goods procurement and record receipt of deliverables

Meeting Administration/Duty Travel:

• Coordinate administrative preparation for meetings, seminars, workshops, ensuring all necessary documents and travel requests are sent to participants; prepare relevant documents and power-point presentations
• Prepare travel requests for official travel, obtain security clearance, make flight and hotel reservations, prepare travel files and ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venues
• Schedule unit meetings and prepare minutes

Other Duties:

• Handle visitors and telephone calls and take action as appropriate, providing background information for appointments
• Perform other related duties as required or instructed, including providing 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. Expert knowledge of Bangla.

Source:  https://careers.who.int/careersection/ex/jobdetail.ftl?job=2402334

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