Programme Assistant

World Health Organization

Cairo, Egypt

Experience: 3 to 5 Years

Skill Required: HR and Admin

Provides 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.
Receives, screens, and logs all incoming correspondence, searches for information and attach background, provides unofficial translation, if needed, takes minutes of unit meetings, updates and maintains unit filing systems (paper based, electronic and database).
Follows up on the implementation of programme activities and ensures timely submission of unit's contributions; responds to and acts on telephone enquiries, assesses the urgency of programme matters and refers them to appropriate staff for action, informs and reminds professional staff in the unit of deadlines, provides supporting material as appropriate.
In coordination with designated risk focal points, follows up with BCs regarding risk identification and response actions, consolidates the feedback used for various platforms, and follows up on RMT user access.
In coordination with designated CRM focal points, follows up with BCs on Internal Control Framework (ICF) deadline, assists the focal points in review and validation of BC submissions, keeps the list of ICF users updated. Provides full administrative support to the unit's intercountry meetings, organizes the travel of CRM staff, drafts 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, carries 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. Initiates 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. Updates the CRM webpages and keeps the contents (CRM Committees, monthly reports, RMT and ICF focal points, links to programmatic areas, etc.) updated.
Assists/replaces administrative staff in the Department and Performs other relevant duties within their scope of responsibility as required.
Required Qualifications:
Education
Essential:
  • Completion of secondary education supplemented by secretarial training
Experience:
Essential:
  • At least five years of relevant secretarial/administrative experience.
Skills:
  • Good filing and organizational skills.
  • Ability to maintain good working relationships with national and international staff.
  • Good knowledge of WHO rules, manuals, practices, procedures and WHO Style Guide as applicable to the secretarial level an asset
Language Skills:
Essential:
  • Expert knowledge of English. Expert knowledge of Arabic.