Executive Assistant

Organizational Context

The World Health Organization (WHO) Country Office in Indonesia (WP_INO) seeks an Executive Assistant (Programme) to provide administrative and secretarial support. This role is crucial for the efficient operation of the assigned Technical Unit, supporting both offline and online activities in line with WHO's collaborative programmes and country office operations.

Job Purpose

The Executive Assistant (Programme) will provide essential administrative and secretarial support to the assigned Technical Unit within the WHO Country Office Indonesia. This role is vital for ensuring the smooth and efficient functioning of the unit's operations, both online and offline. The incumbent will manage correspondence, prepare documents and presentations, and support programme activities. By handling these administrative tasks, the role directly contributes to the effective implementation of WHO's collaborative programmes and the overall operational success of the country office, ensuring that programme requirements are met with high standards of efficiency and accuracy.

Responsibilities

Key responsibilities include managing incoming correspondence, drafting routine replies, and ensuring timely follow-up on deadlines. The role involves preparing technical reports, documents, and presentations, maintaining organized filing systems for easy retrieval of information, and conducting information searches. Programme support duties encompass preparing and processing contracts for consultants, APWs, TSAs, and GES, as well as initiating and monitoring procurement requisitions and payments. Additionally, the Executive Assistant will support the organization of meetings, workshops, and seminars by preparing invitations, participant lists, travel arrangements, and meeting materials. This includes making travel reservations, preparing travel files, and handling visitor inquiries. The role may also involve covering for the Executive Assistant during absences and performing other related duties as required.

Work Experience

Essential: Minimum of three years of experience for Grade G4 and five years for Grade G5 in secretarial, clerical, or administrative roles. Desirable: Experience within WHO or another UN/International organization is advantageous.

Skills

Proficiency in modern office procedures and practices. Ability to draft standard correspondence. Skill in handling work accurately and discreetly. Aptitude for maintaining and updating knowledge of office technology. Excellent written and spoken English and Indonesian. Proficiency in MS Office (Word, Excel, PowerPoint, Outlook). Familiarity with GSM or other Oracle-based ERP systems is desirable.

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