Programme Assistant

Found in: beBee jobs EG - 3 weeks ago

Cairo, Cairo, Egypt World Health Organization Full time


Job Description

Description

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To provide support to RTB programme with full range of administrative coordination and monitoring actions of programme project activities. This includes administrative aspects of processing, follow-up and implementation of activities, as well as procurement, budget and finance functions.

Description Of Duties:

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.Receive, screen and log all incoming correspondence, search for information and attach background, provide unofficial translation, if needed, update and maintain unit filing system (paper based, electronic and database).Follow up on the implementation of programme activities and ensure timely submission of department'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.Using GSM, carry out the function of project administrator; 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.Organize travel of unit's 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.Provide administrative support to the department'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.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.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.

Experience:

Essential: At least five years' progressive administrative experience.Desirable: Relevant experience in the UN system.

Skills:

Good filing and organizational skillsAbility 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.

Use of Language Skills:

Essential: Expert knowledge of English. Expert knowledge of Arabic.Desirable: Expert knowledge of French.

Source:



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