TEAM ASSISTANT (SECRETARY) (EMRO/13/FT324)

28 May 2016
 
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: EMRO/13/FT324
 
Title: Team Assistant (Secretary)
 
Grade: G4
 
Contract type: Fixed-term Appointment
 
Duration of contract:  One year- Post of limited duration
 
Date: 31 July 2013
 
Application Deadline: 20 August 2013 Vacancy Filled
 
Duty Station:  Cairo, Egypt
 
Organization unit: EMRO Eastern Mediterranian Regional Office (EM/RGO) /
EM/RDO Office of The Regional Director (EM/RDO)
 
OBJECTIVES OF THE PROGRAMME :
The Office of the Regional Director (RDO) has the overall responsibility for planning, execution and evaluation of WHO health programmes at the regional level, as well as, for the direction and management of supporting administrative services.

Purpose of the position:
To provide full range of secretarial services in support of RDO activities.

Organizational context:
Work is assigned by supervisors who give instructions on non-routine and complex/sensitive issues. Routine tasks are performed independently with some discretion in non-routine matters related to office procedures only.
Established procedural and office guidelines are available, but where guidelines are incomplete, limited interpretation may be required to select course of action on approach to work.
Description of duties:
Under the supervision and guidance of the Administrative Officer and the Manager of Interagency Affairs and Partnerships, the incumbent will perform the following duties:

1. Receive, screen and process correspondence and requests. Assist in the follow up on implementation of all administrative actions; ensuring adherence to deadlines and timely response to correspondence and queries.

2. Type while ensuring correctness of language as well as format, in accordance with WHO rules and policy: correspondence, reports, documents and presentations upon written/verbal instructions from the supervisors in the Team. Independently compose correspondence of purely routine administrative nature.

3. Make necessary arrangements regarding duty travel of the staff in the Team; using the Global Management System (GSM), prepare Travel Requests, arrange for flight and hotel reservations as well as dealing with other related matters.

4. In line with WHO procedures and rules, assist in the preparation for, as well as, provide secretarial support during meetings, including issuance of feeler letters and Travel Requests.

5. Assist in processing different administrative transactions in GSM including procurement of goods and services. Follow up with concerned parties the receipt of deliverables and finalization of payments.

6. Update and maintain, with other colleagues in the Team, the filing systems/lists, and obtain relevant information/background as required.

7. Assist and replace other assistants within the Team, as required.

Achievement Activities Include:
- System to handle correspondence and files organization.
- Respect deadlines and timely and accurate generation of required correspondence.
- Work priorities and internal work procedures relating to workload.
REQUIRED QUALIFICATIONS
Education:
Essential: Completion of secondary education supplemented by secretarial training.
Desirable: University degree in business administration, social sciences or related field is an asset.
Skills:
Competencies:
1) Communicating in a credible and effective way.
2) Producing results.
3) Fostering integration and teamwork.
4) Moving forward in a changing environment.


Functional Skills and Knowledge:
- Typing in English at the standard speed established by the Organization.
- Good knowledge of WHO rules, manuals, practices/procedures and routine as applicable to the secretarial level an asset.
- Good organizational and filing skills.
- Ability to maintain good working relationships with national and international staff.
- Proven ability to handle conflicting priorities in pressing situations.

IT skills:
- Ability to operate PC and good knowledge of Microsoft applications.
- Knowledge of GSM/Oracle applications is an asset.
Experience:
At least two to four years of relevant secretarial/ administrative experience.
Languages:
Very good knowledge of English and Arabic for speaking, reading, writing and drafting replies. French is an asset.
Additional Information:
This post is subject to local recruitment and will be filled by persons residing within the local commuting area. Only candidates under serious consideration will be contacted for interviews and tests, if applicable. The written test might be used as an eliminatory tool.
Annual salary: (Net of tax)
EGP 68452 (subject to deductions) at single rate

This vacancy notice may be used to fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

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