Team Assistant

Overview

The Team Assistant will ensure the smooth flow of administrative activities for the team, coordinating actions with other support staff and liaising with the Assistants to the Head of Unit and Director.

Tasks Summary

• - Receive visitors and telephone calls.
• - Provide background information for appointments.
• - Monitor requests for goods and services.
• - Draft and finalize correspondence.
• - Verify outgoing correspondence.
• - Analyze incoming correspondence and requests.
• - Ensure technical reports and documents align with WHO standards.
• - Follow up on target dates and deadlines.
• - Initiate requests for temporary and fixed-term staff.
• - Arrange onboarding and induction of new team members.
• - Act as the Unit’s Leave Administrator.
• - Initiate contracts for consultants and other contract modalities.
• - Monitor and record receipt of deliverables and initiate payments.
• - Initiate requisitions for goods procurement.
• - Assist with the maintenance of the Unit's workplan/budget.
• - Monitor income and expenditures.
• - Follow up on financial, budgetary and outstanding issues.
• - Assist in the preparation of financial and technical progress reports.
• - Create and/or maintain filing systems.
• - Obtain documents and information from in-house and external sources.
• - Assist in the production of brochures and maintain/update unit pages on the WHO/EURO Intranet.
• - Arrange, coordinate and lead administrative preparation for meetings.
• - Prepare presentations.
• - Schedule meetings and prepare minutes.
• - Obtain briefing and background materials for meetings.
• - Coordinate team members’ quarterly travel plans.
• - Prepare travel requests and make reservations.

Experience Requirements

• Essential: At least 3 years of experience in secretarial or administrative positions.
• Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems an asset.

Qualification Requirements

• Essential: Completion of secondary school education or equivalent.
• Desirable: University degree or professional training in an area relevant to the position.

Other Details

Languages Required: Expert knowledge of English. Expert knowledge of Local language.

Languages Preferred: Intermediate Knowledge of French.

Contract Duration: 12 months

Work Modality:

Remuneration: annual net base salary starting at USD 22,290 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.