Programme Assistant

3 weeks ago

مصر, Egypt World Health Organization Full time

**Grade***: G5

**Contractual Arrangement***: Fixed-term appointment

**Contract Duration (Years, Months, Days)**

**Job Posting***: Apr 2, 2023, 7:24:32 AM

**Closing Date***: Apr 23, 2023, 4:59:00 PM

**Primary Location***: Egypt-Cairo

**Organization***: EM/CRP Communication, Resource Mobilization and Partnership

**Schedule***: Full-time

**OBJECTIVES OF THE PROGRAMME**:
The mission of the CRP Department is to strategically support and oversee all communication and resource mobilization activities in the region (including regional and country offices), build strategic alliances and partnerships, and manage external relations. The Department manages WHO/EMRO's relationship with the international community by contributing to the positioning of the Organization's regional health priorities into the agenda of the international community and in positioning the Organization to attain technical and strategic recognition within the regional and global settings.

**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 claimsand complete logístical 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 communication, business administration, social sciences or related field an asset

**Experience**:
**Essential**: At least five years' progressive administrative experience
**Desirable**: Relevant experience in UN or international organizations

**Skills**:

- Good 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.

**WHO Competencies**:

- Teamwork
- Respecting and promoting individual and cultural differences
- Communication
- Producing results
- Moving forward in a changing environment

**Use of Language Skills**:
**Essential**: Expert knowledge of English. Expert knowledge of Arabic.
**Desirable**: Beginners knowledge of French.

**REMUNERATION**:
**ADDITIONAL INFORMATION**:

- This vacancy notice may be used to fill other similar positions at the same grade level
- A written test may be used as a form of screening.
- Staff members in other duty stations are encouraged to apply.
- WHO is committed to workforce diversity.
- WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO

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