PROGRAMME ASSISTANT / ROSTER (EMRO/14/ROST3)

26 August 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/14/ROST3
 
Title: Programme Assistant / Roster
 
Grade: G5
 
Contract type: Rosters
 
Duration of contract:  Fixed term and Temporary appointment- Duration depends on organizational needs
 
Date: 29 June 2014
 
Application Deadline: 6 July 2014 Vacancy Filled
 
Duty Station:  Cairo, Egypt
 
Organization unit: EM Eastern Mediterranean (EM) /
EMRO Eastern Mediterranian Regional Office (EM/RGO)
 
OBJECTIVES OF THE PROGRAMME :
WHO is accepting applications to replenish rosters for fixed-term and temporary administrative support positions in its Eastern Mediterranean Regional Office.

The overall objective of the position of the Programme Assistant is to provide a full range of administrative support to the programme/unit, and coordinate and monitor actions in support of project/programme activities.

Organizational Context:
Under the direct supervision of the Regional Adviser, and the overall guidance of the Senior Administrative Assistant, the Programme Assistant is a team member in the unit. Work is assigned by the supervisor who gives instructions on non-routine matters. Routine tasks are performed independently with some discretion in non-routine matters related to office procedures only.

Established procedural and office guidelines are available. Some interpretation may be required and the incumbent may need to select an approach to work where precedents do not exist.
Description of duties:
1. Provide full administrative support including drafting in line with WHO style guide, reviewing and dispatching of correspondence, reports, documents, etc., independently compose and finalize correspondence of administrative nature and draft interim replies, draft presentations as guided by professional staff.

2. Receive, screen and log all incoming correspondence, search for information and attach background, provide unofficial translation, if needed, take minutes of unit meetings, update and maintain unit filing system (paper based, electronic and database).

3. Follow up on the implementation of programme activities and ensure timely submission of unit's contributions; respond to and act on telephone enquiries, assess the urgency of programme matters and refer them to appropriate staff for action, inform and remind professional staff in the unit of deadlines, provide supporting material as appropriate.

4. Organize the travel of the Regional Adviser and unit staff, including raising travel requests (TRs) in the General Management System (GSM), security clearance, finalizing travel itineraries and hotel bookings etc., and following up and maintaining records on the submission of duty travel reports.

5. Provide full administrative support to the unit's intercountry meetings, draft rationale and plan (including approximate costs) for meetings, compile and process all necessary documentation, liaise with participants, issue TRs, effect payments for participants, follow up on travel claims and complete logistical and financial arrangements.

6. Using GSM, carry out the function of project administrator; entering unit workplans, monitoring availability of funds and financial expenditures according to the approved workplan, initiating expenditure batches, and liaising and coordinating with country offices on the implementation of the workplan related to the concerned programme.

7. Initiate and process different transactions in GSM, including procurement of goods & services; completing necessary forms, obtaining approvals for APWs and submitting documentation to the Administrative Assistant, and following up with concerned parties on the receipt of deliverables and finalization of payments.

8. Update the unit's webpages linked to the programmatic areas.

9. Assist/replace administrative staff in the Department, and perform other relevant duties within their scope of responsibility as required.
REQUIRED QUALIFICATIONS
Education:
Essential: Completion of secondary education supplemented by secretarial training.

Desirable: University degree in business administration, social sciences or related field 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
5) Knowing and managing oneself

Functional Skills and Knowledge :
- Good filing and organizational skills.
- Ability to maintain good working relationships with staff, experts and visitors.
- Demonstrated ability to translate routine correspondence into English.
- Very good time management and stress management skills.
- Very good knowledge of WHO rules, manuals, practices, procedures and WHO Style Guide applicable to the administrative level an asset.

IT skills:
- Very good knowledge of Microsoft Office applications.
- Demonstrated ability to operate Enterprise Resource Planning (ERP)/Oracle systems an asset.


Experience:
Essential: At least five years' progressive administrative experience.

Desirable: Relevant experience in the UN system.
Languages:
Very good knowledge of English and Arabic. French 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 89679 (subject to deductions) at single rate

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

A written test and interviews may be used as a form of screening

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

This vacancy is shown for viewing only. It is not currently open for applications
 
 
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