National UNV Specialist: Administrative Assistant at WHO Egypt – Egypt

UN National Specialist Volunteer receives the following package:

• Volunteer living allowance (approximately 52,200 EGP/month) • Entry fee = 400 USD (one-time payment) • Exit fee after the end of the contract. • Health and life insurance premium/Cigna (100%) and dependents insurance. • Access to UNV E-Campus for training and learning, including access to LinkedIn Learning. For more eligibility and information, please visit: https://www.unv.org/volunteer-your-country-conditions-service.

Mission and goals

The World Health Organization serves as the leading and coordinating agency for public health within the United Nations system. WHO strives to promote health, ensure that everyone can attain the highest attainable level of health, keep the world safe and reach the vulnerable through partnerships, people and countries.

context

Under the direct supervision of the BTS Manager and general direction of the Director of Business Operations Services, the Assistant is a team member in the unit. Work is assigned by the supervisor, who provides direction on non-routine matters. Routine tasks are performed independently, with some discretion on non-routine matters related only to office procedures. Established procedural and office policies are available, but when policies are incomplete, limited interpretation may be required to select a course of action on work.

Job description

Under the direct supervision of the BTS Manager (please complete the role of supervisor), the National UN Volunteer will undertake the following tasks:

• Comprehensive administrative support, including drafting of texts in accordance with the WHO style guide, reviewing and sending correspondence, reports, documents, etc., independently drafting and finalising correspondence of an administrative nature and preparing interim replies, and preparing draft presentations under the guidance of specialist staff.

• Receive, review and log all incoming correspondence, search for information and attach background information, provide unofficial translations when necessary, take minutes of department meetings, update and maintain department filing system (paper, electronic and database).

• Follow up on implementation of program activities and ensure that unit submissions are submitted on time. Respond to and process telephone inquiries, assess the urgency of program questions and route them to appropriate staff for processing, inform and remind unit technical staff of deadlines, and provide supporting materials as needed.

• Organize the travel of the Regional Advisor and Unit staff including preparation of Travel Requests (TRs) in the General Management System (GSM), security clearance, finalization of itineraries and hotel bookings, etc. and tracking and maintaining records of submission of mission reports.

• Providing full administrative support for the unit’s cross-country meetings, developing rationale and plans (including approximate costs) for the meetings, compiling and processing all necessary documentation, liaising with participants, issuing TRs, making payments to participants, following up on travel expense claims and completing all logistical and financial arrangements.

• Perform the function of Project Administrator using GSM; enter unit work plans, monitor the availability of funds and financial expenditure according to the approved work plan, initiate expenditure packages and maintain liaison and coordination with country offices regarding the implementation of the work plan related to the programme concerned.

• Initiate and process various transactions in the GSM including procurement of goods and services, completion of required forms, obtaining approvals for APWs and submitting documentation to the Administrative Assistant, as well as tracking receipt of deliverables and processing payments with concerned parties.

• Update the unit web pages linked to the program areas;

• Assume the function of vacation management and monitor business trips, vacation plans and compensatory leave to ensure proper compliance and ensure that all vacation days of the unit’s personnel are properly recorded in the GSM.

• Assist/replace administrative staff in the department and perform other relevant tasks within their area of ​​responsibility as required. Results/Expected Performance:

• Tracking daily work, completing administrative procedures, documents and correspondence within the unit.

• Coordination and, if necessary, follow-up within the organization.

• Respond to routine inquiries and follow up on correspondence regarding outstanding matters within the organization outside of the duty station.

• Follow up on correspondence regarding open matters outside the organization.

• A final statement on the achievements of the volunteer development work during the assignment, such as reporting on

Funding criteria

Old

18 – 80

nationality

The candidate must be a national of the country of deployment or have his or her legal residence there.

Requirements

Required experience

5 years of progressive administrative experience. • Excellent IT skills including word processing, database applications, presentation software and the Internet, • Evidence of the ability to think strategically, express ideas clearly, work independently and as part of a team, showing a certain level of self-assurance combined with cultural and gender sensitivity, • A strong commitment to public health, an interest in adapting to different physical and professional environments and a desire to work with people from diverse linguistic, national and cultural backgrounds.

Area(s) of expertise

Administration, economy and finance

Languages

English, Level: Fluent, Required Arabic, Level: Fluent, Required

Required educational level

Bachelor’s degree or equivalent in business administration, social sciences or a related field is an advantage.

Competencies and values

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