Team Assistant Vacancy-Job Ref: ACQAWHO/0504/202481

Team Assistant Vacancy-Job Ref: ACQAWHO/0504/202481
Doha (Qatar)
JOB DESCRIPTION

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country team.

DESCRIPTION OF DUTIES
The incumbent will perform the following duties:
– Receive, screen and process correspondence and requests, and follow up on implementation of all administrative actions, ensuring adherence to deadlines and timely response to correspondence and queries.
– 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.
– 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.
– Type documents and presentations for preparation of meeting, 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.
– Screen and receive visitors and telephone calls, make appointments, answer queries of and/or redirect visitors and callers. Update and maintain records and reference files.
– 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.
– Replace other assistants within the department, as required.
– Monitor and maintain office stationery supplies including maintenance of stock list of stationary, cleaning supplies and similar materials; distribution of stationery and keeping a log of distribution as required;
– Maintain files and records relevant to office premises and related maintenance.
– Maintain records of the publication list and track incoming and outgoing publications.
– Provide logistical and administrative assistance in support of the implementation of the Office’s activities/processes.
– Perform other duties, as required.

REQUIRED QUALIFICATIONS
EDUCATION
Essential: Completion of secondary education supplemented by secretarial/administrative training.
Desirable: University degree in business administration, social sciences or related field is an asset.

EXPERIENCE
Essential: At least three years of relevant secretarial/ administrative experience.
Desirable: Relevant experience in the UN system.

SKILLS
Good filing and organizational skills.
Ability to maintain good working relationships with national and international staff.
Good knowledge of WHO rules, manuals, practices, procedures and WHO Style Guide as applicable to the secretarial level an asset.

WHO COMPETENCIES
Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Knowing and managing yourself

USE OF LANGUAGE SKILLS
Essential: Expert knowledge of English. Expert knowledge of Arabic.
Desirable: Beginners knowledge of French.

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)
– Very good knowledge of Microsoft Office applications.
– Ability to operate Enterprise Resource Planning (ERP)/Oracle systems an asset.

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