Programme Assistant

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Description

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Context

• The incumbent will work as a member of the Business Operations Services Unit of the Division of Health Emergencies (WHE) to provide administrative support to staff in one of the work areas of the World Health Organization Country office in Kyiv.
• This UNV assignment is subject to proof of vaccination as required by WHO, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition.

Task description

Document Preparation and Correspondence:

• Draft correspondence and documents based on written or verbal prompts from the unit’s Professional staff and the Country Office.
• Type reports, meeting notes, and other documentation as required.
• Prepare presentations using PowerPoint and other software, either independently or based on instructions.

Meeting and Event Coordination and Travels:

• Arrange, coordinate, and lead administrative preparations for meetings, seminars, and workshops, including sending out invitations, calculating costs, and processing travel requests.
• Upon the request of technical unit to prepare committal documents for PO creation
• Submit Purchase Requisitions in GSM
• Track the status of the Purchase Orders
• Assist with the preparation and dispatch of relevant documents and materials, and liaise with participants and other stakeholders.
• Schedule weekly team meetings and ad hoc meetings as needed, and take and prepare minutes.
• Obtain briefing and background materials for meetings, seminars, and workshops to be attended by the unit’s Professional staff.
• Ensure the availability of appropriate briefing files and documents for these events.
• Arrange duty travel for the unit’s Professional staff and others if needed be.
• Coordinate appointments for supervisors and team members, and organize programs for visitors

.Filing and Documentation Management:

• Establish and maintain the unit’s filing system for technical documents and correspondence, ensuring it is organized and up-to-date.

Communication and Coordination:

• Respond to and manage telephone inquiries, assessing the critical nature of technical questions and directing them to the appropriate staff for response.

Non-Staff HR Clearance submission:

• Assist in preparing and submitting documentation for HR clearance related to contracting non-staff personnel.
• Maintain and regularly update the non-staff tracker to ensure accurate records.

Perform additional related duties as required.

Skills and experience

• the secretarial/administrative field
• Desirable: Experience in an international environment or institution. Relevant experience in the UN.

Other Skills:

• Proficiency in the use of standard office software (MS Office applications) and note-taking.
• Experience with the operation of computerized systems and databases.
• Training in Oracle-based or other ERP systems is an asset.

Languages

• English, Level: Working knowledge, Required
• Ukrainian, Level: Fluent, Required

Source: https://app.unv.org/opportunities/1775979637900544

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