Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Cairo
Country: Egypt
Deadline Date: Not specified

Job Details

Job Posting Organization:
The World Health Organization (WHO) is a specialized agency of the United Nations responsible for international public health. Established on April 7, 1948, WHO has a mission to promote health, keep the world safe, and serve vulnerable populations. With over 7,000 employees, WHO operates in more than 150 countries, working to combat diseases, improve health systems, and respond to health emergencies. The organization is committed to achieving universal health coverage and ensuring that all people can access the health services they need without facing financial hardship.

Job Overview:
The position of Administrative Assistant within the Registry, Mailing & Shipping (RMS) unit is crucial for ensuring effective communication and logistics support for the organization. The incumbent will be responsible for preparing and dispatching pouches and official mail, ensuring timely delivery, and maintaining organized records. This role requires a proactive approach to managing logistics, including packing fragile items and coordinating with various stakeholders such as airlines and courier companies. The Administrative Assistant will also assist in maintaining the mailing database system and generating reports as needed. The position demands a high level of attention to detail and the ability to work under pressure while adhering to organizational protocols and procedures.

Duties and Responsibilities:

• Prepare and dispatch pouches and official mail, ensuring timely delivery at the destination.
• Ensure adequate packing of pouches and parcels, especially fragile and frozen items that require special treatment.
• Arrange for all necessary formalities for clearance of incoming pouches, parcels, or materials, confirming receipt and following up with airlines, shipping agents, airport authorities, and courier companies for proper handling.
• Draft related correspondence and maintain updated files.
• Record all transactions in the mailing database system and generate related reports as required.
• Assist and replace other Registry staff as needed.
• Check archiving files in the EMRO Registry, filter out unneeded correspondence, and prepare necessary documents for the next step of archiving (online archiving).
• Scan well-prepared archiving files, keep a scanned copy of the file contents, and upload the scanned files to the online platform accessible to staff members.

Required Qualifications:
Essential qualifications include completion of secondary education or equivalent. The candidate should possess two years of relevant practical experience in administrative work. Desirable qualifications include some experience in WHO, with a good knowledge of administrative rules and regulations, procedures, and practices of an organization in the UN system. The incumbent should maintain and update knowledge in the use of office technology through in-house courses, on-the-job training, and/or self-training.

Educational Background:
The position requires the completion of secondary education or an equivalent qualification. Higher educational qualifications obtained from an accredited institution recognized in the World Higher Education Database (WHED) are essential for consideration.

Experience:
The candidate should have at least two years of relevant practical experience in administrative work. Experience within the WHO or similar organizations is desirable, particularly with a good understanding of administrative rules and regulations.

Languages:
Essential language skills include intermediate knowledge of English and expert knowledge of Arabic. Desirable language skills include intermediate knowledge of French, which would be beneficial for communication within the organization and with stakeholders.

Additional Notes:
The position offers an attractive remuneration package, including an annual net base salary starting at USD 10,133, subject to mandatory deductions for pension contributions and health insurance. Staff members are entitled to 30 days of annual leave. This vacancy notice may be used to fill other similar positions at the same grade level. Candidates under serious consideration will be contacted, and a written test or asynchronous video assessment may be used as a form of screening. The WHO is committed to creating a diverse and inclusive environment and encourages applications from women, persons with disabilities, and nationals of unrepresented and underrepresented Member States. The position is subject to local recruitment, and candidates must be recruited from the local commuting area of the duty station.