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's mission is to promote health, keep the world safe, and serve vulnerable populations. With a workforce of over 7,000 employees, WHO operates in more than 150 countries, focusing on various health issues including disease prevention, health systems strengthening, and emergency response. The organization aims to ensure that all people can attain the highest possible level of health, emphasizing equity and access to healthcare services.

Job Overview:
The Team Assistant position within the Administrative Services and Conferences (ASC) unit of the Division of Business Operations (BOS) at WHO Europe is designed to provide comprehensive administrative support to ensure the smooth functioning of the unit. The incumbent will play a crucial role in coordinating administrative activities, managing correspondence, and facilitating communication among team members and external stakeholders. This role requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently. The Team Assistant will be expected to maintain a high level of professionalism and confidentiality while handling sensitive information. The position also involves supporting the onboarding of new team members, managing travel arrangements, and assisting with budget and finance-related tasks. The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to work independently in a fast-paced environment.

Duties and Responsibilities:
The Team Assistant will be responsible for a variety of administrative tasks, including but not limited to:

• Managing the flow of visitors and telephone calls, ensuring appropriate redirection based on urgency and importance.
• Reviewing and analyzing incoming correspondence, providing background information, and ensuring timely responses.
• Drafting and verifying outgoing correspondence, reports, and documents to meet WHO standards.
• Coordinating human resources activities, including contract renewals and onboarding processes for new staff.
• Initiating and monitoring procurement contracts and payments, ensuring compliance with WHO regulations.
• Assisting in budget management by monitoring expenditures and preparing financial reports.
• Maintaining filing systems and ensuring effective information management.
• Organizing meetings, preparing agendas, and taking minutes.
• Coordinating travel arrangements for team members, including booking flights and accommodations. 1
• Performing other related duties as required to support the unit's operations.

Required Qualifications:
Candidates must possess a strong set of qualifications to be considered for the Team Assistant position. Essential qualifications include:

• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel) and SharePoint.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Excellent communication skills, both written and verbal, with a keen attention to detail.
• Knowledge of WHO and UN administrative rules and regulations is highly desirable.
• Ability to work independently and exercise discretion in handling confidential information. Desirable qualifications include experience in an international office environment and familiarity with Oracle-based or other ERP systems.

Educational Background:
The educational requirements for the Team Assistant position include:

• Essential: Completion of secondary school education.
• Desirable: A university degree or professional training in a relevant field, such as business administration or office management, is preferred.

Experience:
Candidates should have a minimum of five years of work experience in secretarial or administrative roles. Experience within the UN system or in an international office environment is considered an asset. Familiarity with Oracle-based or other ERP systems will also be beneficial for this position.

Languages:
The mandatory language requirement for this position is proficiency in English. Desirable languages include French, Russian, German, and Danish, which would enhance communication within the diverse WHO environment.

Additional Notes:
The Team Assistant position offers an attractive remuneration package, including an annual net base salary starting at DKK 344,273, along with 30 days of annual leave. The position is subject to local recruitment, meaning candidates must be located within the commuting area of Copenhagen. WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. The organization adheres to a smoke-free policy and has a zero-tolerance approach to sexual exploitation and abuse. Candidates may be required to provide proof of vaccination as part of the recruitment process.