Team Assistant

Critères de l'offre

**L'entreprise**: OMS

OMS

Description du poste
OBJECTIVES OF THE PROGRAMME

In collaboration with Member States of South-East Asia Region, international organizations, NGOs and other WHO programmes, promote, develop, coordinate and evaluate the Region's needs for development of health systems, particularly in the areas of sexually Transmitted Infections (STIs) and HIVAIDS control programmes as well as collaboration with national TB programmes, which are aimed at achieving the optimum level of health in an integrated and equitable manner.

DESCRIPTION OF DUTIES

Under the direct supervision of Medical Officer (HHS), and broad guidance of the Director, Communicable Diseases Department, 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

Secretarial support

Prepare standard correspondence in conformity with WHO standards, reports in MS Excel and power point presentations etc as required.

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.

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

Procurement

Initiate requisitions for goods procurement and record receipt of deliverables.

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 relatedduties as required or instructed, including provision of support to other areasof work.
Perform any other duties as assigned.
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.

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.