Team Associate

OBJECTIVES OF THE PROGRAMME

Established work priorities and schedules in accordance with those established by the supervisor. Follows established procedures and policies when initiating implementation of project activities using the GSM. Assignments of correspondence to correct project files and opening of new files when necessary. Compilation and updating of information and programme.Course of action to take in the event of problems arise associated with WHO Manual conformance;Changes in working procedures within the unit, and maintenance of files.Delays in updating the unit’s project status system could result in misinformation to other units, WR offices, etc. Erroneous reference/ filing of correspondence/documents would result in loss of time for search/ retrieval, inaccurate and incomplete information being used by the unit. Incorrect programme budgetary planning would have a financial consequence on the units. Establishing practices and procedures are followed in performing general tasks; routine tasks are performed independently; specific instructions are provided by the supervisor; guidance may be provided by the Administrative Assistant in finding solutions to difficult issues.

DESCRIPTION OF DUTIES

Under the direct supervision of the Manager, Information Technology and Administration, and as member of the ITA unit, the incumbent provides a variety of secretarial, administrative, coordinating and monitoring services in support of project/programme activities and implementation. Typically, the incumbent performs the following duties:

Ensures the smooth running of the ITA office in close collaboration with the DAF division staff and other divisions that require or interact with IT services;

Coordinates processes for administrative services acrosss the IT group, ensuring that, where necessary, all staff adapt a common administrative approach in their work;

Performs administrative and secretarial duties including, but not limited to the following:-Participates in the financial, budgetary and planning process by utilizing the appropriate tools particularly the GSM. Using GSM, monitors aspects of the implementation of regional and country office activities and availability of funds for project/programme budget levels and financial expenditures in accordance with approved projects;-Assembles draft background for planning and monitoring of procurement activities; initiates procurement processes in GSM, monitors deliverables and ensures timely payment of invoices,maintains ITG’s Contract Monitoring System and ensures that software licenses, maintenance contracts and subscriptions are renewed on time and new licenses and agreements are recorded accordingly and liaises with external suppliers to secure technical support when necessary;-Administers and monitors the assignment of mobile phone device in the Regional Office; liaise withservice provider for support when necessary;-Administers backcharging of Global and PIC GPN monthly charges and other IT-related expenditures to country offices and Regional Office units, as appropriate. Processes payment of invoices for GPN charges;-Supports and keeps track of IT office administration as regards to planning of office spaces, staff employment renewals, terms of reference, post descriptions, request for establishing new posts and contract renewal of outsourced staff;- As Leave Administrator for ITA, monitors absences and leaves taken by staff and ensures their appropriate entry in GSM and maintains ITA’s attendance logbook;-Receives, screens and distributes incoming correspondence, attaches background correspondence, information or related file as necessary and forwards to the staff concerned, draws their attention to specific issues/problems as necessary;-Establishes and maintains the unit’s filing systems (electronic and hard copies) of technical documents and correspondence, creating background files and compiling reference material as appropriate, accessing and retrieving information from relevant databases and updating them as required. -Screens and receives visitors and telephone calls with tact, discretion, making appointments,answering queries and/or redirecting visitors and callers with diplomacy and courtesy, or obtaining background information on the purpose of appointments;-Organizes duty travel forITA staff, including preparing Travel requests, checking timetables and costs with the WHO WPRO Travel Agency (or external resources), flights and hotel reservations, and dealing with other related matters (visa, etc.) in an independent manner;-Monitors deadlines across the unit, reminding staff members of such and ensuring that correspondence and queries are responded to in a timely manner;-Participates and provides support in the organization of team and departmental meetings, workshops, seminars, etc., and provides assistance to other teams with preparation of such, as needed. Makes general administrative preparations, including travel arrangements, organizing practical local arrangements and advance transport of documents/equipment as appropriate, and provides administrative and secretarial support during the meetings

Perform various information technology related duties including but not limited to:-Acts as back-up focal point for the Regional Service Desk in channelling queries and requests for support;-Manages and maintains the ITA Meeting Room and VC rooms and coordinates with relevant staff to ensure the continuous upkeep of its facilities, equipment and furniture;-Using SharePoint, updates various sections of the ITA intranet site, as necessary; and-Maintains the ITA Procurement System to manage the complete life cycle of the ITA inventory from acquisition to disposal.5. Performs other related duties as required.

REQUIRED QUALIFICATIONS

Education

• Essential: Equivalent to graduation from secondary school.

Experience

• Essential: At least five (5) years progressive experience in secretarial/administrative post or other related fields.
• Desirable: Experience in WHO or in other UN agencies and international organizations is an advantage.

Skills

• The incumbent must have the following essential knowledge and skills: thorough knowledge of office procedures; capability to discern routine from non-routine tasks; good knowledge of Oracle Enterprise Resource Planning systems; ability to type efficiently, draft correspondence, summary of meetings and notes for the record; aptitude to use computer equipment and adapt to other software applications; capacity to work harmoniously as a member of a team and adapt to diverse educational and cultural backgrounds and; high standard of personal conduct.

Use of Language Skills

• Essential: Expert knowledge of English.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2403294&tz=GMT%2B05%3A30&tzname=Asia%2FCalcutta