Administrative Assistant

Details

Mission and objectives

The World Health Organization serves as the directing and coordinating authority for public health within the United Nations system. WHO seeks to promote health, ensure everyone can attain the highest level of health, keep the world safe and serve the vulnerable through partnerships, people and countries.

Context

The World Health Organization (WHO) is the directing and coordinating authority for public health within the United Nations system. The WHO Regional Office for the Eastern Mediterranean is one of WHO’s 6 regional offices around the world. It serves the WHO Eastern Mediterranean Region, which comprises 21 Member States and occupied Palestinian territory (including East Jerusalem), with a population of nearly 745 million people. The Budget and Finance Services (BFS) of the Business Operations Services (BOS) of the WHO Regional Office of the Eastern Mediterranean (EMRO) provides support to the budget and finance operations of the regional office which covers 22 country offices. BFS is entrusted with ensuring compliance with financial regulations and rules, policies and procedures and maintaining strong internal controls to effectively discharge WHO’s accountability obligations to Member States and donors. BFS supports WHO EMRO Budget Centers (BC), consisting of divisions and country offices, in delivering WHO’s programmes by providing guidance, review, and oversight on financial and administrative transactions, policies and procedures. The National UN Volunteer will work in the BFS Team with regular communication and coordination with the BCs of WHO EMRO.

Task description

Under the day-to-day supervision of the Administrative Assistant and overall guidance of the Regional Budget and Finance Officer, the national UN Volunteer will undertake the following tasks: • Screen unit’s incoming and outgoing mail/e-mail, routing to appropriate colleagues for action. • Compose, draft and prepare from instructions correspondence on issues relating to the unit (bank signatory letters, etc.). • Disburse cheques and cash vouchers to suppliers, and file related documentation. • Verify and create corporate suppliers in GSM (Oracle Financials) based on requests from country offices and regional office divisions, ensuring compliance with all relevant policies and standard operating procedures. Liaise with colleagues in the Global Service Centre in Kuala Lumpur to resolve issues. • Develop training materials and job aids, and deliver training to budget centres in supplier creation to improve the quality of supplier management across the region. • Identify opportunities for streamlining of processes around supplier and cash office management including related filing to ensure optimal use of staff time while maintaining essential controls. • Promote volunteerism in the development sector in Egypt through the sharing of experiences and stories amongst networks and relationships with local organizations, groups, individuals, co-workers and fellow UN Volunteers. • Utilize skills developed on the job to assist other organizations in a volunteer capacity to improve administrative and management procedures.