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Team Assistant

VACANCY NUMBER: SSA_LIY006

GRADE: UNGS Libya (SSA_G4)

OFFICIAL STATION (COUNTRY): Tripoli , Libya

ORGANIZATIONAL LOCATION/UNIT: Regional Office for the Eastern Mediterranean (EMRO) Office of the WHO Representative,

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 teams.

PURPOSE OF POSITION: The Team Assistant works under the direct supervision and the general guidance of the Operations Officer. The supervisor gives instructions on non-routine matters and ensures on-going support through job training and technical guidance. Routine tasks are performed independently within detailed guidelines. Overall supervision received is focused on the successful delivery of client oriented and efficient execution of operational services. The post is meant to perform a variety of administrative duties.

The incumbent will perform the following duties: 

1. Processes correspondence and handles file and record management related to certain projects or programme activities, achieving results such as:

• Keep a repository of all the documents, technical papers and reports relevant to the programme/project.
• Establishment and maintenance of proper filling system for all the programme/project activities.
• 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 s.
• 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 mailing lists, document tracking systems and reporting systems on the status and completion of technical projects and programmes.

           2. 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 instructions, search of files and records and selection of information for use in preparing correspondence, reports, project or programme plans.
• Formatting of letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures.

3. Provides secretarial, administrative and logistical support in the arrangement of meetings, seminars, conferences and other events related to technical programmes or projects, achieving results such as:

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

4. Provides support in the maintenance of the office and related issues with the upkeep of the main office.

• Coordinate with the cleaning company on the daily maintenance of the office as per the contract.
• Keep adequate records in relation to the assets of the office.
• Follow up on utility bills and initiate process for payment.

QUALIFICATIONS REQUIRED:

EDUCATION AND SKILSS:

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

EXPERIENCE:

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

– Ability to operate PC and good knowledge of Microsoft applications

– Good drafting skills

– Ability to adapt deal with people of diverse educational and cultural backgrounds

LANGUAGES: Very good knowledge of English and the local language for speaking, reading, writing and drafting replies.

COMPETENCIES:

• Knowing and managing yourself
• Producing results
• Moving forward in a changing environment
• Teamwork
• Communication

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.):

• Ability to operate PC and good knowledge of Microsoft applications.

Profiles should be completed using the “WHO Personal History Form” (download word file using link). Your personal history form and CV should be sent with a covering letter of interest to the following email address ” emacoliyhr@who.int” . The subject matter in the email should indicate the position applied for and vacancy notice number