Assistant to Team

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations responsible for international public health. Established on April 7, 1948, WHO's mission is to promote health, keep the world safe, and serve vulnerable populations. The organization operates in over 150 countries and has a workforce of more than 7,000 employees. WHO's work is guided by the principles of equity, inclusiveness, and respect for human rights, aiming to ensure that everyone, everywhere can attain the highest level of health.

Job Overview:
The Assistant to Team plays a crucial role in ensuring the smooth operation of administrative activities within the Division of Programme Management at WHO/Europe. This position involves coordinating actions with other support staff and collaborating closely with the Assistants to the Head of Unit and Director. The incumbent will be responsible for managing correspondence, human resources tasks, procurement, budget and finance, information management, meeting administration, and travel coordination. The role requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently while maintaining a high standard of professionalism and discretion. The Assistant will also be expected to contribute to the overall effectiveness of the team by providing timely and accurate information and support.

Duties and Responsibilities:
The duties and responsibilities of the Assistant to Team include:

• General: - Receive visitors and telephone calls with tact and discretion, redirecting as appropriate. - Provide background information for appointments with official visitors and staff members. - Monitor requests for goods and services, including receipt, payment, and inventory requirements.
• Correspondence: - Draft and finalize general or administrative correspondence. - Verify outgoing correspondence for compliance with WHO standards. - Analyze incoming correspondence and requests, providing necessary background information. - Ensure technical reports meet WHO standards before submission. - Use tracking tools to follow up on correspondence and ensure timely responses.
• Human Resources: - Manage timely appointment and renewal of contracts. - Oversee onboarding and induction of new team members. - Act as Leave Administrator, managing attendance records and flex-time sheets.
• Procurement: - Initiate contracts for consultants and monitor deliverables. - Manage requisitions for goods procurement.
• Budget & Finance: - Assist in maintaining the Unit's workplan and budget. - Provide timely information on project budgets and expenditures. - Monitor income and expenditures for planning purposes.
• Information Management: - Create and maintain filing systems. - Perform information searches as required. - Assist in producing internal brochures and maintaining the unit's intranet pages.
• Meeting Administration: - Coordinate administrative preparations for meetings and workshops. - Prepare presentations and schedule meetings. - Obtain briefing materials for team members attending meetings.
• Travel: - Coordinate travel plans for team members and prepare travel requests. - Make flight and hotel reservations as needed.
• Other Duties: - Perform related duties as required, providing support to other areas of work.

Required Qualifications:
The required qualifications for the Assistant to Team position include: - Competence in Microsoft Office applications (Word, PowerPoint, Excel) and SharePoint. - Strong organizational and office skills, including note-taking and minute writing. - Sound knowledge of WHO and UN administrative rules and regulations. - Ability to multitask and work under pressure while exercising discretion. - Strong communication skills and the ability to work independently.

Educational Background:
The educational background required for this position includes: - Essential: Completion of secondary school education or equivalent. - Desirable: A university degree or professional training in a relevant area would be advantageous.

Experience:
The level of experience needed for this position includes: - Essential: At least 3 years of experience in secretarial or administrative positions. - Desirable: Relevant experience in WHO or another UN agency is an asset. Experience with Oracle-based or other ERP systems is also beneficial.

Languages:
The language requirements for this position are: - Essential: Expert knowledge of English and the local language. - Desirable: Intermediate knowledge of French is a plus.

Additional Notes:
Additional notes regarding the position include: - The 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 part of the screening process. - Candidates will need to provide scanned copies of required educational qualifications if selected for an interview. - WHO is committed to diversity and encourages applications from women, persons with disabilities, and nationals of underrepresented Member States. - The position is subject to local recruitment, and candidates must be within the local commuting area of the duty station. - WHO offers an attractive remuneration package, including an annual net base salary starting at USD 22,290 and 30 days of annual leave.