Programme Assistant

<!–

Description

–>

• Using the General Management System (GSM), carries out all functions of a project administrator relevant to HAS unit. Monitors aspects of the implementation of country and intercountry activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved intercountry and country projects.
• Makes the administrative arrangements for country and intercountry activities with regard to preparation of Purchase Orders, recruitment of temporary advisers, designation/re-designation of collaborating centres, and arrangements of study tours and duty travel in accordance with the approved programme budget/collaborative programmes with countries.
• Assist the unit in follow up on all administrative processes involved in recruitment of temporary and fixed-term staff for HAS Programme implementation in country offices and the Regional Office.
• Maintains and updates the HAS reporting data base of the HAS unit.
• Records, refers and follows up correspondence and documents, evaluates the urgency or critical nature of items, and bringing them to the attention of the responsible staff. Informs and reminds responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.
• Assists in the organization of meeting held in-house or in Member States (working groups, seminars/courses, workshops, and symposia), i.e.: general  administrative preparations, including logistic arrangements and advance transport of documents/equipments; arranges hospitality as appropriate. Provides administrative and secretarial support during meetings including payment to participants. Prepares administrative reports.
• Responds to and acts on telephone enquiries. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. 
• Drafts correspondence based on written/verbal prompts from the Professional staff of the unit. Independently composes and finalizes correspondence of administrative nature. Revises unit correspondence, reports, and documents for proper form and (non-technical) content.
• Takes notes at meetings. Takes and transcribes from dictation, recordings and handwritten drafts.1
• Arranges duty travel. Achievement Activities Include: -System to handle correspondence and file organization.-Follow-up to maintain deadlines and required generation of correspondence.-Work priorities and internal work procedures relating to workload.

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

• Essential: At least five years of secretarial/administrative experience.

• Good knowledge of WHO rules, manuals, practices/procedures and routine.- Good filing and organizational skills. – Ability to maintain good working relationships with national and international staff.

• Essential: Expert knowledge of English. Expert knowledge of Arabic.
• Desirable: Beginners knowledge of French.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2310900

<!—

<!–

–>