project assistant
World Health Organization
Total des années d'expérience :14 years, 10 Mois
the TORs are as follows:
1. Provide full range of clerical and secretarial services, ensuring that dead line are met, correspondence and queries are responded to in a timely manner Type and edit for language and grammar, correct and format in accordance with WHO style technical reports, documents and presentations Within the area of work “function’ assists technical officers in drafting general correspondence addressed to project counterparts on own initiative or on the basis of instructions.
2. Receive, screen and process incoming correspondence and request in the light of instruction and policies, obtaining and attaching background information and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary. Ensure that activities are in accordance with plans of action.
3. In close coordination with the Admin/Finance Unit, process all requests related to program activities and obtaining necessary approvals and initiate action in the system. Follow up with concerned parties the completion of deliverable and payments.
4. Make necessary arrangements for field visits and duty travel of term members, consultants and visiting missions, follow up on airline and hotel reservation and bookings, security clearances and process the travel requests in system.
5. Assist in organizing meetings, workshops and training activities, by typing documents and presentation, sending letters to participants, photocopying and preparing files, follow up with logistics units regarding arrangements, etc Provide secretarial support during meetings.
6. Screen and receive visitors and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy. Update and maintain records and reference files.
7. Replace support staff and perform other related duties including provision of support to other areas of work and teams as required.
Administrative Assistant responsiable for all admintrative task that is assigned by the Manger and the Heads of Deparments mainly Financial and Budget monitoring, Procurement tracing and filing, clerical and secretarial services and Replace support staff and perform other related duties including provision of support to other areas of work and teams as required.