Team Assistant

3 weeks ago

Qatar World Health Organization Full time

**Grade**: G4

**Contractual Arrangement**: Fixed-term appointment

**Contract Duration (Years, Months, Days)**: 2 years (Subject to availability of funds, satisfactory performance.)

**Job Posting**: Mar 24, 2024, 1:19:37 AM

**Closing Date**: Apr 7, 2024, 4:59:00 PM

**Primary Location**: Qatar

**Organization**: World Health Organization and Other Entities

**Schedule**: Full-time

**OBJECTIVES OF THE PROGRAMME**:
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 logístical 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.)
- Ability to operate Enterprise Resource Planning (ERP)/Oracle systems an asset.

**REMUNERATION**:
**ADDITIONAL INFORMATION**:

- This vacancy notice may be used to fill other similar positions at the same grade level
- A written test and/or an asynchronous video assessment may be used as a form of screening.
- According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
- The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
- The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States
- ) are strongly encouraged to ap

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