Team Assistant

1 month ago

København, Denmark WHO - World Health Organization Full time

Job Description - Team Assistant (G5 Roster) (2409086)

Grade : G5

Job Posting Closing Date Primary Location Organization

Organization : EU/BOS Division of Business Operations

Schedule

Schedule : Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.

THIS VACANCY NOTICE WILL BE USED TO REPLENISH THE G5 ROSTER AND FILL BOTH FIXED-TERM AND TEMPORARY VACANT POSITIONS IN VARIOUS DIVISIONS

Objective of the Programme: The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, and staff wellness and well-being.

The purpose of the Administrative Services and Conferences (ASC) unit is to deliver efficient, cost-effective and responsive support through a service-oriented approach for the day-to-day operations of EURO. Responsibilities include: Infrastructure - premises & facilities, office space, asset management; Logistics - travel, transport, mail & shipment, conferences, printing, records; Administrative services - office supplies, records, protocol, privileges, and security.

DESCRIPTION OF DUTIES

As Team Assistant, the incumbent will ensure the smooth flow of work as related to administrative activities, coordinating actions with other support staff in the Unit and in consultation and collaboration with the Assistants to other Heads of Unit and Director.

GENERAL

  • Receive visitors and telephone calls with tact and discretion and act according to the nature and urgency, including redirecting as appropriate.
  • Provide background information for appointments with visitors and/or staff.

CORRESPONDENCE

  • Review all correspondence received including those via the Unit's generic inboxes.
  • Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate.
  • Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
  • Draft general or administrative correspondence on own initiative or as per instructions. Verify that outgoing correspondence, reports and documents are presented in line with WHO standards, rules, procedures and department styles, check language, grammar and accuracy, edit and correct them as necessary prior to submitting for signature and clearance.

HUMAN RESOURCES

  • Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.
  • Arrange and follow through onboarding and induction of new team members, provide training/briefing to new team members on administrative matters and procedures.
  • Act as the Unit’s Leave Administrator, check team attendance records against system records, collect and verify flex-time sheets before submitting for supervisors’ signature and filing.

PROCUREMENT

  • Initiate contracts for consultants, Agreements for Performance of Work (APW), and other contract modalities.
  • Monitor and record receipt of deliverables and initiate and monitor payments as needed.
  • Initiate requisitions for goods procurement, and monitor and receipt of deliverables.

BUDGET & FINANCE

  • Assist with the maintenance of the Unit’s workplan/budget; including monitoring and progress review of the project, task budget ceilings, award budget, expenditure and funds available.
  • Monitors income and expenditures for planning purposes. Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department.
  • Assists in the preparation of financial and technical progress reports.

INFORMATION MANAGEMENT

  • In close collaboration with other team members, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
  • Obtain documents and information from in-house and external sources as required; perform information searches as requested.
  • Assist in the production of brochures for internal use. Maintain/update ASC pages on the WHO/EURO Intranet.

MEETING ADMINISTRATION

  • Arrange, coordinate and lead administrative preparation for the Unit’s meetings, retreats, seminars, workshops.
  • Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
  • Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes.

TRAVEL

  • Coordinate team members’ quarterly travel plans for approval by Head of Unit and Director.
  • Prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files/briefings and deal with other related matters as requested or on own initiative.

OTHER DUTIES

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

Functional Knowledge and Skills:

  • Competence in Microsoft Word, PowerPoint, Excel, email, and SharePoint.
  • Strong organization and office skills.
  • Sound knowledge of WHO and/or UN administrative rules and regulations, procedures and practices.
  • Ability to multitask and work under pressure.
  • Ability to exercise discretion at all times in judging the importance, urgency and confidential nature of various issues.

REQUIRED QUALIFICATION

EDUCATION

Essential: Completion of secondary school education.

Desirable: University degree or professional training in an area relevant to the position.

Experience:

Essential: At least five years of work experience in secretarial or administrative positions.

Desirable: Experience in the UN system or an international office environment.

Use of Languages Skills:

Essential: Expert knowledge of English.

Desirable: Intermediate knowledge of French, Russian, German, Danish.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at DKK 344,273.

Additional Information:

This vacancy notice may be used to fill other similar positions at the same grade level.

Only candidates under serious consideration will be contacted.

A written test and/or an asynchronous video assessment may be used as a form of screening.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

WHO is committed to creating a diverse and inclusive environment of mutual respect.

#J-18808-Ljbffr

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