Team Assistant

Contract

This is a No grade contract. More about No grade contracts.

Organizational Setting

The Team Assistant works under the direct supervision and the general guidance of the relevant teams. The team lead in consultation with Administrative Officer guides on non-routine matters and ensures on-going support through on-job training and technical or administrative guidance as relevant. Routine tasks are performed independently within detailed guidelines. Overall supervision is focused on the successful delivery of client oriented and efficient implementation of operational services.

Major Duties and Responsibilities

FUNCTION 1 (incl. expected results) – Process correspondence and handles file and record management related to collaborative country programmes across teams. Results to be achieved are:

• Keep a repository of all the documents, technical papers and reports relevant to collaborative programmes.
• Establishment and maintenance of proper filling system for collaborative programmes.
• Receipt, screening and processing of incoming correspondence and requests; compilation of background information and submission to the staff concerned; draw their attention to specific issues/problems as necessary.
• Follow up with respective staff on timely reply to correspondence and queries.
• Receiving and screening visitors and telephone calls, making appointments, answering basic and standard queries of and/ or redirecting visitors and callers.
• Update and maintenance of information databases, such as staff list, SSA list, mailing lists; document tracking systems and reporting systems on the status and completion of technical projects and programmes.
• Monitor funding status and provide assistance for financial documents preparation, reporting and funds disbursement as required.

FUNCTION 2 (incl. expected results) – Delivers administrative Services for programme or project implementation, achieving results such as:

• Administrative arrangements for field visits and duty travel of project and programme staff, consultants and visiting missions, follow up with administrative staff on ticket and hotel reservations and security clearances.
• On the basis of general instruction, search of files and records and selection of information for use in preparing correspondence, reports, project or programmed plans.
• Formatting of letters, reports, technical documents, manuscripts, newsletters, and other material in accordance with standard operating procedures.
• Prepare and maintain simple Excel sheets for staff/non-staff compliance in completing mandatory trainings, medical validity etc and draw attention of team leads and concerned for appropriate actions

FUNCTION 3 (incl. expected results) – Provides secretarial, administrative, and logistical support in the arrangement of meetings, seminars, conferences, and other events related to collaborative country programmes, achieving results such as:

• Arrangements for the preparation and organisation of technical and programmatic meetings, conferences, seminars, workshop, courses, written tests, interviews, and other events, including activities such as implementation of logistics, preparation of invitations letters and follow up on travel and hotel arrangements, travel authorizations/claims.
• Typing, compilation and distribution of working documents, photocopying, and preparing files and other material for various events.

Work Relations and Partnerships

The Team Assistant is constantly providing administrative assistance to the Country Office teams involved in the management of technical programmes and projects as well as at times with external clients who are participating in events. The Team Assistant responds to routine queries, requests and receives data, provides information on status of transactions and exchanges a variety of information that is limited to collaborative programmes.

Discussion and communication is encouraged.

Impact of functions

The function plays a key role with respect to the clients served through the delivery of transactional services related to collaborative country programmes. The Team Assistant ensures smooth administrative procedures in terms of project implementation, arrangements of meetings and field visits and the proper processing and filling of documentation and records.

Qualifications

Educational background

Essential: Completion of secondary education is required, supplemented by secretarial/ administrative training.

Desirable: University degree in business administration, social science or related field is an asset.

Professional experience

Essential: 2-4 years progressive experience in secretarial/ administrative work is required, preferably in the UN system.

Other skills:

• Ability to operate PC and good knowledge of Microsoft applications (Word, Excel, PowerPoint, Outlook etc…)
• Good drafting and communication skills
• Ability to adapt to and interact with people of diverse educational and cultural backgrounds.
• Ability to maintain confidentially.

Language Skills

Fluency in oral and written English & Myanmar is required.

Competencies

• Communicating in a credible and effective manner: Expresses oneself clearly in conversations and interactions with others; listens actively.
• Producing results: Produces and delivers quality results. Is action oriented and committed to achieving Outcomes
• Knowing and managing yourself: Manages ambiguity and pressure in a self-reflective way. Uses criticism as a development opportunity, seeking guidance where necessary.

Additional Information

• This Vacancy Notice may be used to fill similar positions at the same level.

• Only candidates under serious consideration will be contacted.

• A written test and interviews will be used as a form of screening
• WHO is committed to workforce diversity.
• WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• For information on WHO's operations please visit: http://www.who.int.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• Any extension of appointment would be subject to programmatic requirements, performance of the incumbent and availability of funds.
• Qualified female candidates are encouraged to apply.