Team Assistant

3 weeks ago

New Delhi, India WHO Full time

DESCRIPTION OF DUTIES

Under the direct supervision of Technical Officer; Gender, Equity and Human Rights (GER), the incumbent provides office support for the smooth running of the programme in the following areas:

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 Administration /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.

Other duties

Perform other duties as required or instructed, including providing support to other areas of work.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary 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.

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