Team Assistant

  • Mid-level, Full-time staff position
  • Posted on 27 October 2022

Job Description

PURPOSE

The role of the Team Assistant is to provide administrative support to the WHO Foundation’s Executive Management team, as well as to support the overall Foundation team in general administrative tasks.

REPORTS TO
The Team Assistants will report to the Executive Coordinator to the COO, and work closely with the other Executive Coordinators to support the Executive Management team.

ACCOUNTABILITIES & FUNCTIONAL RESPONSIBILITIES

  • Executive Management Team support:
    • Scheduling meetings for Executive team members

    • Managing travel arrangements, incl. liaising with the travel agency, keeping track of appointments, liaising with event organizers, etc.

    • Salesforce data entry, ensuring new connections are logged

    • Keeping track of corporate credit card receipts

    • Creating and submitting expense reimbursement requests

  • Assisting on office management duties:
    • Office storage and organization

    • Ordering stationery and other supplies

    • Booking and preparing rooms for meetings

  • Monitoring external correspondence:
    • Responsible for incoming and outgoing mail (receiving, sorting, forwarding, obtaining signatures and sending)

    • Telephone calls; taking messages and acting on them as appropriate, etc.

    • Checking generic email inboxes of the Foundation and forwarding correspondence as appropriate

  • Organizing leadership team meetings as well as team-wide events:
    • Scheduling internal and external meetings, events and trainings

    • Organizing logistics and in-meeting support (venue, catering, greeting guests, note-taking, etc.)

  • Helping prepare documents and operational resources:
    • Formatting and editing documents (Google Docs, Google Slides, etc.)

    • Updating onboarding documents for new employees

    • Maintaining the organogram

    • Creating first drafts of operational processes guidelines

  • Identify the need for new or adjusted administrative procedures to improve efficiency, monitoring, record keeping etc. and work with Executive Coordinators to ensure consistency of application within teams

PROFILE

  • A minimum of 3 years of experience in supporting international teams with administrative tasks, experience in providing support to Senior Leadership and/or calendar management is considered an asset

  • Bachelor degree or CFC / professional maturity with additional experience

  • Strong entrepreneurial skills and capacity to work with flexibility and autonomy both individually and as part of a complex team effort

  • Comfort with and/or experience of operating in a lean, growth, dynamic and remote/hybrid environment

  • Ability to juggle and prioritize multiple tasks and meet deadlines

  • Superior interpersonal and written communications skills

  • Excellent attention to detail

  • Good computer skills and knowledge of Google Suite applications

  • Experienced and comfortable working in an international environment and with people from different cultural backgrounds and cultural sensitivity

  • Fluent in English and French

WHAT WE OFFER

  • Rewarding work in a dynamic and innovative non-profit environment with appealing growth and learning opportunities

  • A collaborative workplace within a truly global team

  • An agile, fast-moving and flexible environment

  • Potential to leverage a multinational name and organization in the form of WHO

ADDITIONAL INFORMATION

  • Type of contract: Permanent
  • Location: Geneva (relocation needed)
  • Working rate: 100%
  • Estimated start date: ASAP
  • Deadline: 15.11.2022

This is a rolling process; applications will be revised as they arrive. Applications will be revised as they arrive.

Final deadline for application is 15.11.2022.


The WHO Foundation puts equity at the center of all its work and is committed to building, fostering, and preserving a culture of diversity, equity, and inclusion. Employment and advancement opportunities are based upon individual qualifications, regardless of gender, color, gender identity, ethnicity, disability, nationality, cultural & religious background, beliefs, socioeconomic status, sexual orientation, and marital status. We encourage candidates from all backgrounds to apply.

About the Organization

The WHO Foundation, launched in May 2020 and headquartered in Geneva, is an independent grant-making entity whose mission is to address critical global health needs through innovation while strengthening the World Health Organization (WHO) and global health systems. The WHO Foundation will complement WHO’s resource mobilization strategy by engaging in areas where WHO is not traditionally structured to engage, including catering to the interests of High Net Worth Individuals (HNWI) and corporates, and launching fundraising campaigns aimed at the general public, in order to strengthen the financial independence of WHO and support the General Programme of Work (GPW). In order to achieve these objectives, the Foundation is legally independent of the WHO. The WHO Foundation is a lean, modern and agile entity and is looking for a flexible, highly skilled and motivated workforce.

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