Team Assistant

Under the direct supervision of the Head of Sub-Office, the incumbent will perform the following duties:

1. Receive, screen and process correspondence and requests, and follow up on the implementation of all administrative actions, ensuring adherence to deadlines and timely response to correspondence and queries.

2. Type, ensuring correctness of language as well as format, and in accordance with WHO Style Guide, correspondence, reports, documents and presentations upon written/verbal instructions, and independently compose correspondence of purely routine administrative nature.

3. Make necessary arrangements regarding duty travel of staff in the unit, submit travel requests (TRs) in the Global Management System (GSM), arrange for flight and hotel reservations and deal with other related matters.

4. Type documents and presentations for preparation of meetings, workshops, training courses, etc., send invitation letters to participants, photocopy documents and prepare files; follow up with logistics units regarding arrangements. Provide secretarial support during meetings.

5. Screen and receive visitors and telephone calls, make appointments, answer queries of and/or redirect visitors and callers.

6. Update and maintain records and reference files.

7. Submit different administrative transactions in GSM, including procurement of goods and services, and follow up with concerned parties for the receipt of deliverables and finalization of payments.

8. Replace other assistants within the department, as required.

Competencies:

1. Communication

2. Producing results

3. Teamwork