General Service Roster for Temporary Team Assistant
2 months ago
Job Description
Description
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Under the direct supervision of 1st level supervisor, and broad guidance of Director, WHE, and in collaboration with the Administration team, the incumbent provides support in the following areas:
Review/screen incoming correspondence and ensure routing to responsible officer, attaching background documents and highlighting areas requiring action; draft replies on general and administrative matters; ensure outgoing correspondence and reports conform to WHO standards; develop tracking tools to follow up target dates and deadlinesAssist in initiating and monitoring, using ERP programme and other softwares, prepare contracts for Consultants including initiating Stellis requisitions, Agreements for Performance of Work (APW)Initiate requisitions for goods procurement and record receipt of deliverablesAssist / coordinate in preparing letters of invitation, cost estimates, preparing travel requests, flight and hotel reservations, security clearances for official travel, ensure logistic arrangements for smooth conduct of the meetings/workshops in the office and outside venuesSchedule unit meetings and prepare minutes.Assist in preparation of financial obligation documents, ensuring availability of funds, and monitoring of budgetary implementation and workplans.Obtain briefing and prepare background materials for meetings, seminars, workshops, etc., and ensure complete documentation is provided to the unit staff attending the meetingMaintain and organize electronic filing/documentation of the Unit/Department.Perform other related duties as assigned, including replacing and backstopping for others as required.Education Qualifications:
Essential:
Completion of secondary school education.Experience:
Essential:
For G.4, at least 3 years' of relevant experience , and;For G.5, at least 5 years' of relevant experience in secretarial/clerical/administrative workFunctional Knowledge and Skills:
Thorough knowledge of modern office procedures and practices.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-trainingOther skills (eg. IT):
Work is performed in normal working environment. Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook etc.) and standard office equipment.Language:
Expert knowledge of English language.Source:
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