Programme Assistant

Multiple positions

OBJECTIVES OF THE PROGRAMME

The mission of WHO's Health Emergencies Programme (The Programme) is to build the capacity of Member States to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations. The unit of Infectious Hazards Management is responsible for supporting countries for prevention and control of high threat diseases of both epidemic and pandemic potential through development and dissemination of evidence-based strategies, policies, tools, norms and standards to manage infectious disease hazards. The Sub-Unit.

DESCRIPTION OF DUTIES

1. Under the direct supervision of the Team Lead, High Treat Pathogens the Programme Assistant is a team member in the sub-unit of High Threat Pathogens (PAT):
2. Provide full administrative support including drafting in line with WHO style guide, reviewing and dispatching of correspondence, reports, documents, etc.,
3. Independently compose and finalize correspondence of administrative nature and draft interim replies, draft presentations as guided by professional staff.
4. 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).
5. 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.
6. Organize the travel of the Regional Adviser and unit staff, including raising travel requests (TRs) in the General Management System (GSM), finalizing travel itineraries and hotel bookings etc., and following up and maintaining records on the submission of duty travel reports.
7. 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.
8. 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.
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 five years' progressive administrative experience

Desirable

Relevant experience in the UN system

Functional 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 is an asset.

- Very good knowledge of Microsoft Office applications.

- Demonstrated ability to operate

- Enterprise Resource Planning (ERP)/Oracle systems an asset.

WHO Competencies

WHO global Competencies model at http://www.who.int/employment/WHO_competencies_EN.pdf?ua=1

1. Teamwork

2. Respecting and promoting individual and cultural differences

3. Communication

4. Moving forward in a changing environment

5. Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English and intermediate knowledge of Arabic

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at EGP 294,414 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level

• Only candidates under serious consideration will be contacted.

• A written test may be used as a form of screening.

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• Staff members in other duty stations are encouraged to apply.

• For information on WHO's operations please visit: http://www.who.int.

• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• Interested candidates are strongly encouraged to apply on-line. For assessment of your application, please ensure that your profile on Stellis is updated; all experience records are entered with elaboration on tasks performed at the time. Kindly note that CV/PHFs inserted via LinkedIn are not accessible.
• Interested candidates must apply on-line through our Stellis recruitment system. For assessment of your application, please ensure that: (I) Your profile on Stellis is properly completed and updated;(ii) All required details regarding your qualifications, education and training are provided; (iii) Your experience records are entered with elaboration on tasks performed at the time. Kindly note that CVs/PHFs inserted via LinkedIn are not accessible.