Programme Assistant Vacancy-Job Ref: JKEGWHO/1806/2024803

Programme Assistant Vacancy-Job Ref: JKEGWHO/1806/2024803
Cairo (Egypt)
JOB DESCRIPTION
To improve the performance of the health systems in the Eastern Mediterranean Region by providing evidence based policy advice, building individual and institutional capacity, and supporting priority programmes through better governance, financing, workforce, technologies and services. The scope of work of the department is to support Ministries of Health as well as other national institutions, public and non-public, working in close collaboration with WHO Headquarters, WHO Country offices and partners in the area of Health Workforce Development.

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, take minutes of unit meetings, update and maintain unit filing system (paper based, electronic and database).
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.
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.
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.
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.
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.
Update the unit’s webpages linked to the programmatic areas.
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 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
Communication
Producing results
Teamwork
Moving forward in a changing environment
Knowing and managing yourself

USE OF LANGUAGE SKILLS
Essential: Expert knowledge of English. Expert knowledge of Arabic.
Desirable: Intermediate knowledge of French.

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