Assistant to Team

2 months ago

القاهرة, Egypt World Health Organization Full time

**Grade**: G3

**Contractual Arrangement**: Fixed-term appointment

**Contract Duration (Years, Months, Days)**: 2 years (Subject to availability of funds, satisfactory performance.)

**Job Posting**: Nov 20, 2024, 3:53:32 AM

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

**Primary Location**: Egypt-Cairo

**Organization**: EM/BOS Business Operations

**Schedule**: Full-time

**OBJECTIVES OF THE PROGRAMME**:
The Registry, Mailing & Shipping (RMS) unit is responsible for services including a range of logistic support that covers utility services for communication and mail handling services. Through continuous evaluation and assessment of such services, RMS is ensuring that adequate support to the Regional and Country Offices is provided to guarantee decentralized, secure an effective implementation of technical programmes

**DESCRIPTION OF DUTIES**:
Under the direct supervision of the Head, Pouch, Mailing and Courier Services, and the guidance of OSS, the incumbent will be performing the following duties
1. Prepares and dispatches pouches and official mail, and ensures timely delivery at destination.
2. Ensures adequate packing of pouches and parcels especially fragile and frozen items that require special treatment.
3. Arranges for all necessary formalities for clearance of incoming pouch, parcels or materials and confirms receipt, and follows up with airlines, shipping agents, airport authorities and courier companies to ensure proper and timely handling.
4. Drafts related correspondences, and maintains files updated.
5. Records all transactions in the mailing database system, and generates related reports form the system as may be required.
6. Assists and replaces other REG staff as required. Achievement Activities Include: - Timely dispatch of pouch, mail and courier. - Organized filing and records keeping systems.
7. Check the archiving files in EMRO Registry and filtrate them from unneeded correspondences and prepare necessary correspondences for the next step of archiving (online archiving).
8. Scan the well prepared archiving files, keep a scan copy of the file contents, upload the scanned archiving files to the online platform, accessible to staff members.

**REQUIRED QUALIFICATIONS**:
**Education**:
**Essential**: Completion of secondary education or equivalent

**Experience**:
**Essential**: Two years of relevant practical experience in administrative work
**Desirable**: Some experience in WHO, with a good knowledge of administrative rules and regulations, procedures and practices of an organization in the UN system

**Skills**:
The incumbent maintains and updates knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department and WHO

**WHO Competencies**:
Teamwork
Respecting and promoting individual and cultural differences
Communication
Moving forward in a changing environment

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

**Other Considerations** (e.g. Physical Workplace Condition, if other than normal office
environment; IT Skills; etc.)
Good knowledge of standard office software. Experience with WHO operating systems is an asset.

**REMUNERATION**:
**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, ethnic and socio-economic backgrounds, or any other personal characteristics.
- An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
- WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
- WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
- The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complet

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