Programme Assistant

1 month ago

القاهرة, Egypt World Health Organization Full time

**Grade**: G5

**Contractual Arrangement**: Fixed-term appointment

**Contract Duration (Years, Months, Days)**: 24 months (Subject to availability of funds, satisfactory performance, and continuing need for the position)

**Job Posting**: Nov 17, 2024, 7:02:22 AM

**Closing Date**: Dec 8, 2024, 4:59:00 PM

**Primary Location**: Egypt-Cairo

**Organization**: EM/DCD Division of Communicable Disease Control

**Schedule**: Full-time

**OBJECTIVES OF THE PROGRAMME**: The overall objective of the programme is the control, elimination and eradication of all EPI target diseases through vaccination and effective vaccine preventable diseases surveillance and control.
**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. Organized the travel of the Regional Adviser and unit staff, inducing raising travel requests (TR)s 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 inter-country meetings, draft rational 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 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 and services; completing necessary forms, obtaining approvals for AOWs and submittingdocumentation of 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.
**Experience**:** Essential**: At least fiveyears' progressive administrative experience.
**Desirable**: Relevant experience in the UN System
**Skills**: - Good filing and organizational skills. Ability to maintain good working relationships with staff, experts and visitors. Demonstrated ability to translate routine correspondence to 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
Knowing and managing yourself
**Use of Language Skills**:** Essential**: Expert knowledge of English. Expert knowledge of Arabic.
**Desirable**: Intermediate knowledge of French.
**ADDITIONAL INFORMATION**:

- This vacancy notice may be used to fill other similar positions at the same grade level
- A written test and/or an asynchronous video assessment may be used as a form of screening.
- According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
- The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, e

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