Administrative Assistant

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

OBJECTIVES OF THE PROGRAMME

The programme envisions a region where all health related policies, decisions on healthcare development and implementation, and innovations are informed by best available evidence from verifiable knowledge, research and reliable information. The programme's mission is to strengthen the capacity of Member States to improve availability, quality and use of evidence from reliable information, research and other sources of knowledge, and to enhance effective innovations toward Universal Health Coverage and health related Sustainable Development Goals.

DESCRIPTION OF DUTIES

1. Screen and monitor Global Management System (GSM) HR Dashboard for all staff categories and initiate necessary HR actions on time, follow up with staff members and managers on timely completion of PMDSs.
2. Initiate recruitment actions; complete necessary forms; ensure timely finalization of recruitment and selection procedures.
3. Guide department staff on appropriate contractual modalities and corresponding procedures in compliance with the staff rules and other policies; and on development and processing of HR and activity workplans.
4. Compile HR and financial data for presentation to decision-makers and take necessary administrative action to implement decisions.
5. Manage non-staff contractual arrangements including processing APWs and consultant contracts and follow up with GSC and with technical units on delivery of assignment reports, effecting payments, etc.
6. Implement decisions related to distribution of funds received by the department, ensure that received funds are reflected and linked to the respective workplans, and initiate project funding requests.
7. Monitor award expiry dates, alert responsible staff, and liaise with relevant stakeholders regarding necessary actions to extend awards.
8. Review staff and non-staff salary workplans and analyse available funds allocated for department positions in close coordination with supervisors, technical staff, BFS and Programme Planning, Monitoring and Evaluation Unit (PME) in order to ensure necessary funds are secured.
9. Initiate correspondence to verify information, answer queries and obtain additional information on HR and financial matters.
10. Replace other administrative staff and perform other relevant duties within their scope of responsibility, as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education supplemented by experience or training in related administrative fields. Desirable: University degree in business administration, social sciences, or related field is an asset.

Experience

Essential: At least eight years progressive experience in the area of administration, including experience in HR and/or budget and finance. Desirable: Related experience in UN or international organization.

Skills

• Demonstrated knowledge and application of human resources management policies and procedures.
• Very good time management and stress management skills.
• Very good communication skills and analytical skills.
• Good knowledge of WHO procedures and HR practices as applicable to the administrative level an asset.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Arabic. Desirable: Knowledge of French.

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.) - Very good knowledge of Microsoft Office applications. - Demonstrated ability to operate Enterprise Resource Planning (ERP)/Oracle systems an asset.

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 306,192 (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.
• Interested candidates are strongly encouraged to apply on-line through Stellis. For assessment of your application, please ensure that: 1 -Your profile on Stellis is properly completed and updated. 2- All required details regarding your qualifications, education, training and experience are provided under relevant sections. 3- Your experience records are properly entered with elaboration on tasks performed at the time.

• Enhanced WHO Global Competency Model: https://www.who.int/publications/m/item/enhanced-who-global-competency-model

• 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.

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

• WHO is committed to workforce diversity.

• WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

• 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.