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
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
Office storage and organization
Ordering stationery and other supplies
Booking and preparing rooms for meetings
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
Scheduling internal and external meetings, events and trainings
Organizing logistics and in-meeting support (venue, catering, greeting guests, note-taking, etc.)
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
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.
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.