The Records, Archives and Mailing (RAM) unit isresponsible for a range of services including logistics support, mail handling services as well as physical and online archiving. Through continuous evaluation and assessment of such services, RAM is ensuring adequate support tothe Regional and Country Offices is provided for an effective implementation of technical programmes.
Description of Duties: The incumbent will be performing the following duties:
Check the archiving files (Subject/Project) in EMRO Registry and filtrate them from un-needed correspondences and prepare necessary correspondences for the next step of archiving (online archiving).
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.
Contributes to the EMRO Photo Library, by adding suitable Tags/Keywords for photos, depending on the content of the picture and as appropriate, following the office guidelines.
Drafts related correspondences, and maintains files updated.
Record all transactions in the mailing database system, and generates related reports form the system as may be required.
Prepares and dispatches pouches and official mail, and ensures timely delivery at destination.
Arranges for necessary formalities for clearance of incoming pouch, parcels and confirms receipt, and follows up with airlines, shipping agents, airport authorities and courier companies to ensure proper and timely handling.
Assists and replaces other REG staff as required.
Required Qualifications: Education:
Essential: Completion of secondary education or equivalent.
Desirable: University degree in business administration 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:
Maintains and updates knowledge in the use of office technology through in-house courses, on-the-job training and/orself-training.
Keeps a breast of changes in procedures and practices, rules and regulations, organizational structure, in the department and WHO.
Use of Language Skills:
Essential: Expert knowledge of English. Expert knowledge of Arabic.
Desirable: Beginners knowledge of French.
Other Considerations:
Good knowledge of standard office software.
Experience with WHO operating systems is an asset.
