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Team Assistant

2 months 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 acts according to the nature and urgency, including redirecting as appropriate.
  • Provide background information for appointments with visitors and/or staff.

CORRESPONDENCE

  • Reviews all correspondence received including those via the Unit's generic inboxes.
  • Analyze incoming correspondence and requests, researching and attaching background information in anticipation of the responsible officer's needs.
  • Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met.
  • Draft general or administrative correspondence on own initiative or as per instructions.

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.

PROCUREMENT

  • Initiate contracts for consultants and other contract modalities.
  • Monitor and record receipt of deliverables and initiate payments as needed.

BUDGET & FINANCE

  • Assist with the maintenance of the Unit's workplan/budget; monitor project budgets and expenditures.

INFORMATION MANAGEMENT

  • Create and/or maintain filing systems; perform information searches as requested.

MEETING ADMINISTRATION

  • Arrange, coordinate and lead administrative preparation for the Unit’s meetings.
  • Prepare presentations using PowerPoint and other software packages.

TRAVEL

  • Coordinate team members’ quarterly travel plans for approval.
  • Prepare travel requests for official WHO travel.

OTHER DUTIES

  • Perform other related duties as required or instructed.

Functional Knowledge and Skills:

  • Competence in Microsoft Word, PowerPoint, Excel, email, and SharePoint.
  • Strong organization and office skills.

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 and 30 days of annual leave.

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.

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