Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Cairo
Country: Egypt
Deadline Date:

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's mission is to promote health, keep the world safe, and serve vulnerable populations. The organization operates in over 150 countries and has a workforce of more than 7,000 employees. WHO's primary goal is to ensure that all people can attain the highest possible level of health, which includes the control, elimination, and eradication of diseases through effective vaccination and surveillance programs.

Job Overview:
The Administrative Assistant position is crucial for providing comprehensive administrative support to the Unit within the WHO. This role involves managing correspondence, organizing meetings, and ensuring the smooth operation of the unit's activities. The successful candidate will be responsible for drafting and finalizing correspondence, maintaining filing systems, and coordinating travel arrangements for staff. Additionally, the Administrative Assistant will monitor the implementation of program activities, ensuring timely submissions and effective communication among team members. The position requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently, all while adhering to WHO's standards and guidelines.

Duties and Responsibilities:

• Provide full administrative support, including drafting correspondence, reports, and documents in line with WHO style guidelines.
• Manage incoming correspondence by screening, logging, and providing necessary background information.
• Follow up on program activities and ensure timely submission of contributions, responding to inquiries and assessing urgency.
• Organize travel for the Regional Adviser and unit staff, including raising travel requests, securing security" style="border-bottom: 1px dotted #007bff !important;">security clearances, and finalizing itineraries.
• Support inter-country meetings by drafting rationales, processing documentation, and liaising with participants.
• Act as project administrator using the General Management System (GSM) to monitor workplans and financial expenditures.
• Process transactions in GSM, including procurement and payment documentation.
• Update the Unit's webpages related to programmatic areas.
• Assist and replace administrative staff as needed and perform other relevant duties as required.

Required Qualifications:
Essential qualifications include completion of secondary education supplemented by secretarial training. Desirable qualifications include a university degree in business administration, social sciences, or a related field. Candidates should possess good filing and organizational skills, the ability to maintain positive working relationships, and demonstrated translation skills for routine correspondence. Strong time management and stress management skills are also essential, along with a good understanding of WHO rules and procedures.

Educational Background:
Candidates must have completed secondary education, with additional secretarial training being essential. A university degree in a relevant field is desirable and considered an asset for this position.

Experience:
The position requires at least five years of progressive administrative experience. Relevant experience within the UN System is considered desirable, as it provides familiarity with the organization's operations and standards.

Languages:
Expert knowledge of English and Arabic is essential for this role. Intermediate knowledge of French is desirable, as it may enhance communication within the organization and with external partners.

Additional Notes:
The position offers an attractive remuneration package, starting with an annual net base salary of USD 15,706, subject to mandatory deductions. Employees are entitled to 30 days of annual leave. The 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 video assessment may be part of the screening process. WHO is committed to diversity and inclusion, encouraging applications from women, persons with disabilities, and nationals of underrepresented Member States. The organization adheres to a smoke-free environment and has a zero-tolerance policy towards sexual exploitation and abuse. All candidates must confirm their vaccination status as required by WHO before undertaking assignments.