Contractual Arrangement:Fixed-term appointment
Contract Duration (Years, Months, Days):2 years (Subject to availability of funds, satisfactory performance.)
Job Posting:Sep 17, 2023, 8:37:12 AM
Closing Date:Oct 1, 2023, 11:59:00 PM
Organization:EM/BOS Business Operations
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.
OBJECTIVES OF THE PROGRAMMEThe Records, Archives and Mailing (RAM) unit isresponsible for a range of services including logistics support, mail handling services as well as physical and online archiving. Through continuous evaluation and assessment of such services, RAM is ensuring adequate support tothe Regional and Country Offices is provided for an effective implementation of technical programmes.
DESCRIPTION OF DUTIESThe incumbent will be performing the following duties:
- Check the archiving files (Subject/Project) in EMRO Registry and filtrate them from un-needed correspondences and prepare necessary correspondences for the next step of archiving (online archiving).
- Scan the well-prepared archiving files, keep a scan copy of the file contents, upload the scanned archiving files to the online platform, accessible to staff members.
- Contributes to the EMRO Photo Library, by adding suitable Tags/Keywords for photos, depending on the content of the picture and as appropriate, following the office guidelines.
- Drafts related correspondences, and maintains files updated.
- Record all transactions in the mailing database system, and generates related reports form the system as may be required.
- Prepares and dispatches pouches and official mail, and ensures timely delivery at destination.
- Arranges for necessary formalities for clearance of incoming pouch, parcels and confirms receipt, and follows up with airlines, shipping agents, airport authorities and courier companies to ensure proper and timely handling.
- Assists and replaces other REG staff as required.
EducationEssential: Completion of secondary education or equivalent.
Desirable: University degree in business administration or equivalent.
ExperienceEssential: Two years of relevant practical experience in administrative work.
Desirable: Some experience in WHO, with a good knowledge of administrative rules and regulations, procedures and practices of an organization in the UN system.
SkillsMaintains and updates knowledge in the use of office technology through in-house courses, on-the-job training and/orself-training.
Keeps a breast of changes in procedures and practices, rules and regulations, organizational structure, in the department and WHO.
Respecting and promoting individual and cultural differences
Knowing and managing yourself
Use of Language SkillsEssential: Expert knowledge of English. Expert knowledge of Arabic.
Desirable: Beginners knowledge of French.
Other Considerations: (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.):
- Good knowledge of standard office software.
- Experience with WHO operating systems is an asset.
- This vacancy notice may be used to fill other similar positions at the same grade level.
- Interested candidates are strongly encouraged to apply on-line through Stellis. For assessment of your application, please ensure that:
1 -Your profile on Stellis is properly completed and updated.
2- All required details regarding your qualifications, education, training and experience are provided under relevant sections.
3- Your experience records are properly entered with elaboration on tasks performed at the time.
- Enhanced WHO Global Competency Model:
- Only candidates under serious consideration will be contacted.
- A written test and/or an asynchronous video assessment may be used as a form of screening.
- In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: . Some professional certificates may not appear in the WHED and will require individual review.
- According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
- Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
- The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
- The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (
- ) are strongly encouraged to apply.
- Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to
- An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the into practice.
- WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
- WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
- For information on WHO's operations please visit:
- WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
- The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
- Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at .
- This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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