Team Assistant

3 weeks ago

New Delhi, India World Health Organization Full time

**Grade***: G4

**Contractual Arrangement***: Fixed-term appointment

**Contract Duration (Years, Months, Days)***: Two Years

**Job Posting***: Jan 19, 2023, 10:46:12 PM

**Closing Date***: Feb 9, 2023, 4:59:00 PM

**Primary Location***: India-New Delhi

**Organization***: SE/FGL Family Health, Gender and Life Course

**Schedule***: Full-time

**OBJECTIVES OF THE PROGRAMME**:
To work with Member States to address priority health problemsconcerning newborns, infants, children and adolescents and to developevidence-based strategies and guidelines for child and adolescent health in the region.

**DESCRIPTION OF DUTIES**:
Under the direct supervision of Coordinator (HLC) and broadguidance of the Director (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/Dutytravel**
- 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 and\or 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.
**Desirable**: Training in secretarial practices. University degree is an asset.

**Experience**:
**Essential**: At least three (3) years' experience in secretarial/clerical/administrative work
**Desirable**: Experience in WHO or in another UN/International organization would be an advantage.

**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

**WHO Competencies**:

- Teamwork
- Respecting and promoting individual and cultural differences
- Communication
- Producing results
- Moving forward in a changing environment

**Use of Language Skills**:
**Essential**: Expert knowledge of English.
**Desirable**:
**REMUNERATION**:
**ADDITIONAL INFORMATION**:

- This vacancy notice may be used to fill other similar positions at the same grade level
- A written test may be used as a form of screening.
- WHO is committed to workforce diversity.
- WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
- WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

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