Executive Assistant (Programme)

The Executive Assistant (Programme) provides secretarial and clerical support to staff members within the Technical Unit of the WHO Country Office Indonesia. The role supports office and programme operations, including document management, contract preparation, procurement requisitions, meeting organization, and travel arrangements.

Responsibilities

• Screen and distribute incoming correspondence, attaching background information or related files and forwarding to staff concerned, highlighting issues requiring attention; draft replies to general and administrative matters; type technical reports and documents, ensuring conformity with WHO standards; assist in preparing presentations; follow-up on deadlines to ensure timely response
• Obtain documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance
• Maintain filing systems and ensure easy accessibility and retrieval of records
• Prepare contracts for consultants, Agreement for Performance of Work (APW), Technical Services Agreement (TSA) and General External Services requests (GES), record receipt of deliverables and initiate and monitor payments as needed
• Initiate requisitions for goods procurement and record receipt of deliverables
• Support the organization of meetings, workshops, seminars, including typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation
• Prepare travel requests for official travel, make flight and hotel reservations, prepare travel files and other related matters as requested
• Receive visitors and telephone calls, answering queries and/or redirecting them to appropriate staff providing background information on purpose of appointment
• Perform other related duties as required or instructed, including provision of support to other areas of work

Requirements

• Completion of secondary school education
• Training in secretarial practices and any other relevant training on administration, finance, and procurement is highly desirable
• University degree is an asset
• At least five (5) years of experience in secretarial, clerical, or administrative work for G5 level
• Experience in WHO or in another UN/International organization would be an advantage
• Thorough knowledge of modern office procedures and practices
• Ability to draft standard correspondence
• Ability to handle work in a timely and accurate manner with tact and discretion
• Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training
• Excellent knowledge of written and spoken English and Indonesian language
• Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook etc.) and standard office equipment
• Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable

Skills

• Secretarial Practices
• Administrative Support
• Document Management
• Contract Preparation
• Procurement Requisition Management
• Meeting Organization
• Travel Arrangements
• Office Procedures
• Drafting Correspondence
• Office Equipment Usage
• Microsoft Office Suite
• Word
• Excel
• Power Point
• Outlook
• Standard Office Equipment
• GSM ERP System

Languages

English, Indonesian