Team Assistant

Organizational Context

The World Health Organization (WHO) Representative's Office in Qatar aims to establish an effective country presence to implement WHO cooperation strategies aligned with national health agendas and UN country team harmonization. This role supports the office's operational effectiveness within this framework.

Job Purpose

The Team Assistant provides essential administrative and secretarial support to the WHO Representative's Office in Qatar. This role is crucial for ensuring the smooth and efficient operation of the office by managing correspondence, travel arrangements, document preparation, and general administrative tasks. The incumbent's contributions directly support the office's ability to implement WHO country cooperation strategies, align with Member State health agendas, and harmonize with the United Nations country team, thereby facilitating WHO's mission in Qatar.

Responsibilities

Manage and process incoming correspondence and requests, ensuring timely follow-up and responses. Prepare and type various documents, including correspondence, reports, and presentations, adhering to WHO Style Guide standards. Arrange duty travel for staff, including booking flights and hotels and processing travel requests via the Global Management System (GSM). Provide secretarial support for meetings, workshops, and training events, including participant invitations and logistics coordination. Screen visitors and telephone calls, manage appointments, and maintain records and reference files. Process administrative transactions in GSM, such as procurement, and track deliverables and payments. Monitor and maintain office supplies, including stationery and cleaning materials. Maintain records related to office premises and publications. Provide logistical and administrative assistance for office activities and perform other duties as required.

Work Experience

Essential: Minimum of three years of relevant secretarial or administrative experience. Desirable: Experience within the UN system is advantageous.

Skills

Proficiency in Microsoft Office applications. Strong filing and organizational skills. Ability to maintain good working relationships. Knowledge of WHO rules, procedures, and Style Guide. Expert knowledge of English and Arabic. Basic knowledge of French is desirable.

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