Team Assistant

World Health Organization, Colombo, Sri Lanka

Skill Required:, Project/ Programme Management
Preferred Experience: 
3 Years
Closing Date for Applications: 
14th February, 2019


Job Description

OBJECTIVES OF THE PROGRAMME

The overall objective of the program is to reduce the health consequences of emergencies, disasters, outbreaks, food safety events, environmental/occupational hazards and their economic impact.

  • To enhance capacity building on emergency risk management (disaster preparedness and response) in the health sector
  • To strengthen capacity for preparedness and timely response to disasters and outbreaks.
  • To ensure the effective coordination mechanism is in place with all stakeholders in emergencies, disasters and outbreaks.

DESCRIPTION OF DUTIES

Under the direct supervision of National Professional Officer (Emergency Risk Management) and broad guidance of the Administrative Officer, the incumbent provides office and secretarial support as follows:

  • Screen incoming correspondence, attaching background information or related file to staff concerned, highlighting issues requiring attention; draft replies to general and administrative matters; type technical reports and documents, tabular materials, etc., ensuring conformity with WHO standards; assist in preparing presentations; follow-up on deadlines to ensure timely response.
  • Obtain documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance
  • Maintain filing systems and ensure easy accessibility and retrieval of records.
  • Prepare contracts for consultants, Agreement for Performance of Work (APW), DFCs, Technical Services Agreement (TSA) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed.
  • Support all categories as the centralized focal point for goods/S&E procurement. Receives proposals, call for quotations, initiation of POs, shipment and customs clearance, ensuring the delivery of goods on time to the counterparts. Perform record receipt of deliverables.
  • Support Missions, Study Tours, Meetings etc, including typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, help to reserve the hotel accommodation for participants etc. when necessary.
  • Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and other related matters as requested.
  • Receive visitors and telephone calls, answering queries and\or redirecting them to appropriate staff providing background information on purpose of appointment.
  • Provide back-up to other team members; perform other related duties as required or instructed, including provision of support to other areas of work.

REQUIRED QUALIFICATIONS

Education

  • Essential: Completion of secondary school education.
  • Desirable: Training in secretarial practices. University degree is an asset

Experience

  • Essential: At least three (3) years' experience in secretarial/clerical/ administrative work
  • Desirable: Experience in WHO or in another UN/International organization would be an advantage

Skills: Thorough knowledge of modern office procedures and practices. The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO.Ability to draft standard correspondence;Ability to handle work in a timely and accurate manner with tact and discretion, as required.Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training

WHO Competencies

  • Teamwork
  • Respecting and promoting individual and cultural differences
  • Communication
  • Producing results

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Local language

Source:https://careers.who.int/careersection/ex/jobdetail.ftl?job=1900322&tz=GMT%2B05%3A30


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