Programme Assistant

at  World Health Organization

Grade: G5
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): 2 years
Job Posting: Jan 16, 2025, 1:28:34 AM
Closing Date: Feb 5, 2025, 4:59:00 PM
Primary Location: Oman-Muscat
Organization: EM_OMA WHO Representative’s Office, Oman
Schedule: Full-time
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

EDUCATION

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

EXPERIENCE

Essential: At least five years’ progressive administrative experience.
Desirable: Relevant experience in the UN System

SKILLS

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

USE OF LANGUAGE SKILLS

Essential: Expert knowledge of English. Expert knowledge of Arabic.

• Provide full administrative support including drafting in line with WHO style guide reviewing and dispatching of correspondence, reports, documents, etc., independently compose and finalize correspondence of administrative nature and draft interim replies, draft presentations as guided by professional staff.
• Receive, screen and log all incoming correspondence, search for information and attach background, provide unofficial translation, if needed, take minutes of unit meetings, update and maintain unit filing system (paper based, electronic and database).
• Follow up on the implementation of programme activities and ensure timely submission of unit’s contributions; respond to and act on telephone enquiries, assess the urgency of programme matters and refer them to appropriate staff for action, inform and remind professional staff in the Unit of deadlines, provide supporting material as appropriate.
• Organized the travel of the Regional Adviser and unit staff, inducing raising travel requests (TR)s in the General Management System (GSM), security clearance, finalizing travel itineraries and hotel bookings etc., and following up and maintaining records on the submission of duty travel reports.
• Provide full administrative support to the Unit’s inter-country meetings, draft rational and plan (including approximate costs ) for meetings compile and process all necessary documentation, liaise with participants , issue TRs, effect payments for articipants, follow up on travel claims and complete logistical and financial arrangements.
• Using GSM, carry out the function of project administrator; entering unit workplans, monitoring availability of funds and financial expenditures according to the approved workplan, initiating expenditure batches, and liaising and coordinating with country offices on the implementation of the workplan related to the concerned programme.
• Initiate and process different transactions in GSM, including procurement of goods and services; completing necessary forms, obtaining approvals for AOWs and submitting documentation of the Administrative Assistant, and following up with concerned parties on the receipt of deliverables and finalization of payments.
• Take minutes of meetings, update and maintain unit filing and database system as required.
• Assist/replace administrative staff in the Department, and perform other relevant duties within their scope of responsibility as required.