Location: Cairo
Deadline: Wednesday, 21 August 2013
Description
TEAM ASSISTANT (SECRETARY)/ ROSTER (EMRO/13/TA77)
29 July 2013
The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: EMRO/13/TA77
Title: Team Assistant (Secretary)/ Roster
Grade: G4
Contract type: Temporary appointment
Duration of contract: Temporary Appointment-- Duration depends on organizational needs
Date: 29 July 2013
Application Deadline: 21 August 2013
Duty Station: Cairo, Egypt
Organization unit: EM Eastern Mediterranean (EM)
OBJECTIVES OF THE PROGRAMME :
WHO is accepting applications to replenish rosters for temporary administrative support positions in its Eastern Mediterranean Regional Office.
The overall objective of the position of Team Assistant is to render secretarial assistance to the unit assigned.
Organizational context:
Work is assigned by supervisors who give instructions on non-routine matters. Routine tasks are performed independently with some discretion in non-routine matters related to office procedures only.
Established procedural and office guidelines are available, but where guidelines are incomplete, limited interpretation may be required to select course of action on approach to work.
Description of duties:
The incumbent will provide administrative/secretarial support.
The duties and responsibilities shall be:
1. Receive, screen and process correspondence and requests. Assist in the follow up on implementation of all administrative actions; ensuring adherence to deadlines and timely response to correspondence and queries.
2. Type while ensuring correctness of language as well as format, in accordance with WHO rules and policy: correspondence, reports, documents and presentations upon written/verbal guidance. Independently compose correspondence of purely routine administrative nature.
3. Make necessary arrangements regarding duty travel of the staff in the Unit; using ERP/ GSM, prepare Travel Requests, arrange for flight and hotel reservations as well as dealing with other related matters.
4. In line with WHO procedures and rules, assist in the preparation for, as well as, provide secretarial support during IC meetings, including issuance of feeler letters and Travel Requests for Temporary Advisers and participants.
5. Assist in processing different administrative transactions in Oracle ERP/GSM including procurement of goods and services. Follow up with concerned parties the receipt of deliverables and finalization of payments.
6. Maintain, with other colleagues in the Unit, the filing system, and obtain relevant information/background as required.
7. Assist and replace other assistants within the Division, as required.
Achievement Activities include:
- System to handle correspondence and file organization.
- Respect deadlines and timely generation of required correspondence.
- Work priorities and internal work procedures relating to workload.
REQUIRED QUALIFICATIONS
Education:
Essential: Completion of secondary education supplemented by secretarial training.
Desirable: University degree in business administration, social sciences or related field is an asset.
Skills:
Competencies:
1) Communicating in a credible and effective way.
2) Producing results.
3) Fostering integration and teamwork.
Functional Skills and Knowledge :
- Typing in English at the standard speed established by the Organization.
- Good knowledge of WHO rules, manuals, practices/procedures and routine as applicable to the secretarial level is desirable.
- Good filing and organizational skills.
- Ability to maintain good working relationships with national and international staff.IT skills
- Ability to operate PC and good knowledge of Microsoft applications
- Knowledge of GSM/Oracle applications is an asset.
Experience:
- At least two to four years of relevant secretarial/ administrative experience.
Languages:
- Excellent knowledge of English and Arabic. French is an asset.
Additional Information:
This post is subject to local recruitment and will be filled by persons residing within the local commuting area. Only candidates under serious consideration will be contacted for interviews and tests, if applicable. The written test might be used as an eliminatory tool.
Annual salary:
(Net of tax)
EGP68452 (subject to deductions) at single rate
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment . The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
