Administrative Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The UNV will work with the team of the Regional Immunization, Public Health Laboratories Programme in WHO/EMRO and support administrative work in the unit.

Within the delegated authority and under the supervision of [Dr Fausta Mosha, Unit Head, PHL or her designated mandated representative(s), the National UNV Specialist will:

• Provide 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. • Follow up on the implementation of program activities and ensure timely submission of unit’s contributions; respond to and act on telephone enquiries, assess the urgency of program matters and refer them to appropriate staff for action, inform and remind professional staff in the unit, of deadlines, provide supporting material as appropriate • Organize the travel of the unit staff, including raising travel requests (TRs) in the General Management System (GSM), finalizing travel itineraries and hotel bookings etc., and following up and maintaining records on the submission of duty travel reports. • Provide full administrative support to the unit’s intercountry meetings, draft 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, carry out the function of project content 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 program. • Initiate 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. • Assist/replace administrative staff in the unit, and perform other relevant duties within their scope of responsibility as required.

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

administrative work, in addition to: • Excellent information technology skills, including word-processing, database applications, presentation software and internet, • Evidence of ability to think strategically; to express ideas clearly; to work independently and in teams; to demonstrate a sense of self-assuredness combined with cultural and gender sensitivity, • Strong commitment to public health; an interest in adapting to varied physical and professional environments and a desire to work with people with different language, national and cultural backgrounds.

Cairo, Egypt is a family duty station with a wide range of services (health, education and leisure) and good living conditions. Cairo (and Egypt) has long been a center of the region’s political and cultural life, with high levels of tourism. Like other similar cities, Cairo offers good quality of life in terms of access to shopping centres, banks, medical services, educational facilities, cultural events, etc.

The Arab Republic of Egypt has a unique geographical position in Northeast Africa, at the crossroads of Europe and Asia, on the Mediterranean and Red Sea, and its connection to Sub Saharan Africa through the Nile Valley. The country is defined by desert and the Nile, the longest river on Earth.