Administrative Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

This UNV assignment will perform a variety of administrative and clerical tasks. Duties of the Administrative Specialist include assisting in daily office needs and general administrative activities.

UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to:

• Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice and orientation to the local environment; • Support with arrival administration and official processes as required; • Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal; • Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address; • Access to shared host entity corporate knowledge, training and learning; • Ensure that UN Volunteers are provided all necessary security measures as per the United Nations Security Management System (UNSMS); • Leave management; • DSA for official travel, when applicable; • All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme.

Within the delegated authority and under the supervision of WHO Team Leader, and the overall guidance of the WHO Representative, the UN Volunteer will:

• Arranges administrative requirements for the country office including visa and protocol arrangements, pouch management, and office running operations. • Receive, screen and distribute incoming and outgoing correspondence. Make searches, provide background, and prepare drafts of correspondence of non-technical nature. follow up on implementation of all administrative actions, ensuring adherence to deadlines and timely response to correspondence and queries. • Maintain filing systems and ensure easy accessibility and retrieval of records. • 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 administrative nature. • Screen and receive visitors and telephone calls, make appointments, answer queries of and/or redirect visitors and callers. • Support the organization of meetings, video/teleconferences, workshops, seminars, etc, including typing of documents, presentations, lists of participants. prepare photocopies and files, letters of invitation, reservation of meeting rooms and hotel accommodation. Provide secretarial support during meetings. • Take notes at meetings and provide informal interpretation/translation when required • Make necessary arrangements for field visits and duty travel of staff in the unit, consultants and visiting missions. Arrange for ticket and hotel reservations • Correspond with suppliers to complete the data needed for the creation of Supplier Form and follow up with concerned parties for the receipt of deliverables and finalization of payments.

• Professionalism • Integrity • Teamwork and respect for diversity • Commitment to continuous learning • Planning and organizing • Communication • Flexibility • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards WHO’s mission and vision, as well as to the UN Core Values.

professional secretarial/ administrative work experience • Excellent oral and written skills; excellent drafting skills • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; • Familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Knowledge of Event Management • Working knowledge on budgets and financial transitions is an asset

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

National UN Volunteers in Kuwait are entitled to: - Monthly Volunteer Living Allowance (VLA) at the amount of KWD 771.66 - Annual and learning leaves; - Free Medical and life insurance; and - Free access to different learning platforms.

For more information on UN Volunteer benefits, entitlements and support, please visit: https://www.unv.org/volunteer-your-country-conditions-service