World Health Organization, Cairo, Egypt
Closing Date for Applications:
OBJECTIVES OF THE PROGRAMME
The objectives of the administration and finance division are to optimize the implementation of WHO's global health mandate through establishment and monitoring of effective and responsible management, administration and supportive policies, systems and services and to promote a collaborative working environment, ensure prompt financial, programme implementation and monitoring and efficient distribution of resources in support of WHO's leadership role in international health.
DESCRIPTION OF DUTIES
The duties are but not limited to:
- Oversee and coordinate the flow of information in DAF's Office, scrutinize all incoming and outgoing correspondence and documents, ensure compliance with policies and procedures. Extract and consolidate relevant background and data required for decision making. Initiate responses to different units/offices on various administrative matters.
- Ensure divisional timely compliance with all organizational requirements for governance, financial, human resources, and work planning submissions, reports and information dissemination, within organizational policy frameworks. Coordinate all DAF's units providing necessary briefing for the Global Government Body Meetings (Global Policy Group meetings, World Health Assembly, Executive Board and Programme, Budget and Administration Committee of Programme, etc).
- Maintain an overview on financial, budgetary, funding and related operational issues of DAF's workplans. Support the Director in preparation of the divisional workplans, mid-term and end-term assessment reviews, verifying and recommending any actions emanating from such.
- Act as first-level approver for DAFO's GSM transactions;this involves quality check; validating financial information and attachments. Identify discrepancies and recommend appropriate options/solutions to bridge gaps. Initiate related actions inside and outside GSM, in line with delegation of authority.
- Initiate and coordinate various administrative arrangements for the annual regional committees and provide seamless administrative support during these meetings, as well as prepare for the award foundation prizes committee meetings.
- In collaboration with RFSO, provide necessary support to staff in the Region on security-related matters including dissemination of information and follow-up on SMT action points that require DAF decision.
- Prepare correspondence on legal matters including use of WHO logos and clearance of agreements with LEG/HQ for DAG and provide assistance to DAF on confidential and non-compliant issues keeping track and following up as required.
- Act as a senior lead of the support staff/team of the Director's office, guide, counsel, train and oversee their work through distributing tasks and ensuring proper completion of assignments in a timely and effective manner. Provide briefing to new secretarial staff assigned to the division on WHO administrative rules and procedures and assist in organizing of and take part in training staff on administrative procedures.
- Contribute to the preparation of various reports and policy papers. including collection and interpretation of relevant information and data, analysis and compilation of documents into a final form. Disseminate administrative policy/decisions to all budget centres, provide guidance and advice to staff members in the EMR on administrative procedures to facilitate its implementation.
Perform other related duties as assigned by the Director.Achievement Activities Include:
- Efficient support to the internal and external audit teams visiting the Region and finalize responses to audit queries/reports.
- Prepare comprehensive briefing material for the Director's participation in high level meetings and discussions.
- Timely finalization and dissemination of divisional meetings' minutes and reports, being the confidential assistant to the Director, ensure implementation of action points.
- Monitor the implementation of set guidelines and policies to ensure compliance with rules and deadlines.
- Essential: Secondary school certificate supplemented by training in general administration and secretarial functions.
- Desirable: University degree in business administration, social sciences or related field is an asset.
- Essential: At least 10 years' progressive related experience in administrative work.
- Desirable: Related experience in WHO or other UN agencies.
- Knowledge of WHO administrative practices and procedures, WHO constitutional documentation, rules and procedures of the Regional Committee and other relevant bodies.
- Ability to effectively train and provide guidance to other staff.
- Good analytical, planning, and organization skills.- Stress and time management skills.
- Excellent interpersonal and communication skills;
- Respect for cultural diversity.-High degree of tact and discretion.
- Ability to handle confidential information.
- Respecting and promoting individual and cultural differences
- Knowing and managing yourself
- Setting an example
Use of Language Skills
- Essential: Expert knowledge of English. Expert knowledge of Arabic.
- Desirable: Intermediate knowledge of French.