Programme Administrative Assistant
World Health Organization - Egypt
Total years of experience :5 years, 9 Months
• Administrative management to technical staff during periodic meetings & teleconferences.
• Correspondence management, writing letters in both Arabic & English, dispatch, archiving, and subject follow up.
• Administrative management to meetings/conferences, including preparing invitation letters, programme, hand outs, initiating event on EMS & GSM.
• Submit and obtain approved TRs & TCs, manage all flights & hotel bookings for staff & participants.
• On site meeting administrative management during the event.
• IAG website update and newsletter distribution management, subscribers’ database management & update.
• Administrative management for collaboration contracts including initiating & preparing contracts on GSM & e-workflow, archiving deliverables & triggering payments.
• Administrative su management pport for consultants & supervisors including initiating contracts on GSM, achieving deliverables & triggering payments.
• Full procurement management on GSM & E-workflow for catalogue and non catalogue items and payments follow up.
• Analyze, manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness; bring complex, sensitive or priority issues to the supervisor's attention;
• Provide information and guidance to staff at all levels within the organizational unit; ensure understanding of intent and deadlines;
• Arrange appointments and duty travels, maintain supervisor's calendar and receive visitors;
• Organize high-level meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions;
• Organize and coordinate the work performed by other office support staff; coordinate activities across the division, including divisional issues, deadlines and other requests;
• Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress;
• Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive enquiries on behalf of the supervisor;
• Follow up on the preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices; conduct research and prepare briefing.
Project/ Stakeholders management
graduated from civil engineering department grade of graduation project: excellent project management major environmental engineering
