Team Assistant

Job Advertisement

Position Title: Team Assistant
Location: Copenhagen
Country: Denmark
Deadline Date:

Job Details

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 has a mission 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 primary goal is to ensure that all people can attain the highest possible level of health, which includes addressing health emergencies, promoting universal health coverage, and advancing health equity.

Job Overview:
The Team Assistant position is crucial for ensuring the smooth operation of administrative activities within the Administrative Services and Conferences (ASC) unit of the Division of Business Operations (BOS) at WHO Europe. The role involves coordinating with various support staff and assisting the Heads of Unit and Director in their administrative tasks. The Team Assistant will be responsible for managing correspondence, human resources tasks, procurement processes, budget and finance monitoring, information management, meeting administration, and travel coordination. This position requires a proactive approach to problem-solving and the ability to work independently while maintaining a high level of organization and attention to detail. The Team Assistant will also play a key role in enhancing the productivity of WHO's health technical programs and country offices by providing essential administrative support.

Duties and Responsibilities:

• General Duties: Receive visitors and telephone calls with tact and discretion, providing background information for appointments.
• Correspondence: Review and analyze incoming correspondence, ensuring timely responses and drafting administrative correspondence as needed.
• Human Resources: Manage the appointment and renewal of contracts, onboarding of new team members, and act as the Unit’s Leave Administrator.
• Procurement: Initiate contracts for consultants and monitor the receipt of deliverables and payments.
• Budget & Finance: Assist in maintaining the Unit's workplan/budget, monitor income and expenditures, and prepare financial reports.
• Information Management: Create and maintain filing systems, perform information searches, and assist in producing internal brochures.
• Meeting Administration: Coordinate and prepare for meetings, including logistics and documentation.
• Travel: Manage travel plans for team members, including reservations and travel files.
• Other Duties: Perform additional related duties as required, supporting other areas of work as needed.

Required Qualifications:
Essential qualifications include completion of secondary school education, with a strong preference for candidates holding a university degree or professional training relevant to the position. Candidates must demonstrate competence in Microsoft Office applications, strong organizational skills, and the ability to work independently. Knowledge of WHO and UN administrative rules and procedures is essential, along with the ability to multitask and manage confidential information discreetly. Emotional intelligence and the ability to work under pressure are also critical for success in this role.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. However, candidates with a university degree or professional training in a relevant field are highly desirable. This educational background will provide the necessary foundation for understanding the complexities of administrative functions within an international organization like WHO.

Experience:
Candidates must have at least five years of work experience in secretarial or administrative positions. Experience within the UN system or an international office environment is desirable, as is familiarity with Oracle-based or other ERP systems. This level of experience is essential to ensure that the candidate can effectively manage the diverse administrative tasks required in this role.

Languages:
Expert knowledge of English is mandatory for this position. Additionally, intermediate knowledge of French, Russian, German, or Danish is considered desirable. Proficiency in these languages will enhance communication within the diverse environment of WHO and facilitate collaboration with international partners.

Additional Notes:
The position offers an attractive remuneration package, starting with an annual net base salary of DKK 344,273, subject to mandatory deductions. Staff members are entitled to 30 days of annual leave. This vacancy may be used to fill other similar positions at the same grade level. Candidates under serious consideration will be contacted, and a written test or video assessment may be part of the screening process. The WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. The position is subject to local recruitment, and candidates must confirm vaccination status as required by WHO before undertaking assignments.