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Programme Assistant (Multiple)

VACANCY NUMBER: SSA_LIY001

GRADE: UNGS Libya (GS5)

OFFICIAL STATION (COUNTRY): Tripoli , Libya

ORGANIZATIONAL LOCATION/UNIT: Regional Office for the Eastern Mediterranean (EMRO) Office of the WHO Representative,

OBJECTIVES OF THE PROGRAMME: To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams.

PURPOSE OF POSITION: Provide administrative support covering several areas of support functions for programmatic areas of work.

The incumbent will perform the following duties: 

1. Provide full administrative support to the assigned programme. 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;
2. 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;
3. 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;
4. 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. Follows up with concerned parties the receipt of deliverables and finalization of payments;
5. Compile background material for planning, monitoring and evaluation (including mini-review) 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;
6. 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);
7. 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.
8. 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;

QUALIFICATIONS REQUIRED:

EDUCATION AND SKILSS:

Essential: Completion of secondary education supplemented by secretariat training

Desirable: University degree in business administration, social sciences or related field is an asset.

Functional Skills and Knowledge:

• 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. 

EXPERIENCE:

 Essential: At least five years’ progressive administrative experience.

Desirable: Related experience in the UN system.

LANGUAGES: Very good knowledge of English and the local language for speaking, reading, writing and drafting replies.

COMPETENCIES:

• Knowing and managing yourself
• Producing results
• Moving forward in a changing environment
• Teamwork
• Communication

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.):

• Ability to operate PC and good knowledge of Microsoft applications.
• Knowledge of ERP/Oracle applications is an asset

Profiles should be completed using the “WHO Personal History Form” (download word file using link). Your personal history form and CV should be sent with a covering letter of interest to the following email address ” emacoliyhr@who.int” . The subject matter in the email should indicate the position applied for and vacancy notice number