Programme Assistant

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Description

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• Draft, review and revise correspondence, reports and documents for proper format and content in consultation with the supervisor. 
• Independently compose correspondence of administrative nature, take notes at meetings, provides informal interpretation/translation when required.
• Prepare and process travel requests for team members using GSM, arrange for visa issuance, security clearance, flight and hotel bookings, follows up travel related issues of national and international missions.
• Scan, record, refer and follow up correspondence and documents, evaluate the urgency or critical nature bringing them to the attention of the responsible staff.
• Inform and remind responsible staff of follow-up dates, response or specific actions, supplying supporting material as appropriate.
• Using GSM, monitor aspects of the implementation of country activities, funds for project/programme budget levels and financial expenditures, according to the approved country workplan.
• Initiate and process different transactions in GSM, including procurement of goods and services and follows up with concerned parties the receipt of deliverables and finalization of payments.
• Compile background material for planning, monitoring and evaluation (including mini-reviews) exercises. 
• Maintain and update the filing of technical documents and correspondence (soft/hard copies and databases if applicable). 
• Create background reference material as appropriate; access and retrieve relevant material.
• Finalize all administrative and logistics preparations required for the organization of meetings held in the country (working groups, seminars/courses, workshops) and pay per diem to participants as appropriate (if needed).
• Respond to and act on telephone enquiries in a timely manner.
• Assess the critical nature of technical issues and direct them to appropriate staff for reply, coordinate appointments for supervisors, establish and maintain a proper computerized information system on MOH and UN counterparts, WHO Collaborating Centers, etc.
• Brief colleagues on general office administrative process.
• Assist/replace administrative staff in the team and perform other related duties as required.
• Participate in field visits, if required.

• Completion of secondary education supplemented by secretarial training

• At least five years progressive administrative experience.

• Good filing and organizational skills.
• Ability to maintain good working relationships with staff, experts and visitors.
• Demonstrated ability to translate routine correspondence into English.
• Very good time management and stress management skills.
• Knowledge of WHO rules, manuals, practices, procedures and WHO Style Guide applicable to the administrative level an asset.

• Intermediate knowledge of English and expert knowledge of Arabic.

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