Background

UN WOMEN provides financial and technical assistance to innovative approaches aimed at fostering women's empowerment and gender equality. Today the organization's work touches the lives of women and girls in more than 100 countries. UN WOMEN serves as a catalyst to ensure mainstreaming women rights in policy and programs levels, as well as playing an innovative and a catalytic role in the UN system, making the voices of women heard at the United Nations.

In line with fulfilling UN WOMEN’s strategic objectives, UN WOMEN Egypt Country Office focuses on three areas of immediate concern: Strengthening women’s participation in governance and leadership, eradication of violence against women, women’s economic security and rights.

Under the overall guidance and direct supervision of the Egypt Operations Manager, the Programme and Administrative Assistant administers and executes all administrative processes and transactions related to procurement of goods and services, assets management, human resources, and logistics, ensuring high quality and accuracy of work.  The Programme and Administrative Assistant provides timely administrative support services to project implementation activities consistent with UN WOMEN rules and procedures, and works closely with the UN WOMEN Egypt Country Office teams to ensure all required procurement, contracting and financial services are delivered in a timely manner and in line with established procedures.  The Administrative Associate promotes a client, quality and results-oriented approach.

The Progrmame and Administrative Assistant works in close collaboration with the UN WOMEN Egypt teams, the EGYPT Country Office Operations and Programme teams, and UN WOMEN HQ staff as required, for resolving complex programme and programme finance-related issues and exchange of information.

Duties and Responsibilities

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of activities with UN WOMEN rules, regulations, policies and strategies;
• Support and inputs to formulation of internal operational policies and procedures;
• Provision of inputs to admibusiness processes mapping and formulation internal standard operating procedures (SOPs);
• Support to preparation of annual rplans and ensuring timely results.

Provision of effective project implementation support services to UN WOMEN Egypt programme, focusing on achievement of the following results:

• Provision of guidance to NGOs, contractors and project teams on routine implementation of projects activities, including recruitment and procurement procedures ensuring full compliance with UN WOMEN rules, regulations, and policies;
• Tracking of implementation of agreements including cost sharing and trust fund agreements and on timely submission/receipt of narrative progress and financial reports;
• Creation of requisitions in Atlas for development projects, registering of goods receipt in Atlas;
• Making budget check;
• Presentation of information for audit of UN WOMEN Egypt projects, and support to implementation of audit recommendations;
• Identification of local expertise and contribution to building up of Egypt Country Office’s Consultant Roster;
• Effective support to preparation of various HQ reports requested.

Provision of administrative support to the Egypt team, focusing on achievement of the following results:

• Undertake general accounting for UN WOMEN projects including recording of expenses, preparation of payment requests through ATLAS system, monitoring project’s financial reports and budgets;
• Coordinate and manage all financial disbursement and banking issues;
• Set up and/or maintain financial system andall financial documentation;
• With an Atlas Buyer profile, initiation of necessary actions related to all project activities, including preparation of an annual procurement plan for all projects in Egypt, drafting of LAMRC submissions and their presentation to LAMRC as required, and m
• Creation of e-requisitions in Atlas for Egypt projects, register of project goods receipt in Atlas, and budget checking for non-PO vouchers as pertinent;
• Effective tracking and management of all contracts issued to ensure timely work completion per established schedule and disbursement plan;
• Effective management and tracking of all procurement-related activities and processes, and follow up as required;
• Support to UN WOMEN program staff and project teams in the area of procuremenrt of goods and services needed for their programme activities (e.g. workshops, hotel reservation, promotional materials, printing offers…etc.);
• Follow up on payments, either cheques or EFTs, and notify vendors;
• Support the country office coordinator in all recruitment process and contractual issues;
• Provide support to UN WOMEN staff in country in all finance and administrative areas and procedures, including logistical support;
• Liaise closely with the UN WOMEN Regional Office in Jordan to ensure timely completion of all financial transactions and administrative processes;
• Responsible for the proper maintenance of all the UN WOMEN correspondence and filing system in the office, ensuring that the files are kept up-to-date and in good order;
• Responsible for attendance and leave monitoringof UN WOMEN staff;
• Participation in and preparation of minutes of meetings with the Egypt teams;
• Any other duties as assigned.

Facilitation of knowledge building and knowledge sharing in UN WOMEN Egypt Country Office, focusing on achievement of the following results:

• Synthesis of lessons learnt and best practices from implementation of the Egypt programme activities;
• Participation in delivery of any training activities for the Egypt project teams on UN WOMEN’s standard programme and operations procedures;
• Contributions to knowledge networks and communities of practice.

Competencies

Core Values and Guiding Principles:

Integrity:

• Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Cultural Sensitivity/Valuing diversity:

• Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff;
• Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

• Promoting Ethics and Integrity / Creating Organizational Precedents.

Organizational Awareness:

• Building support and political acumen.

Developing and Empowering People / Coaching and Mentoring:

• Building staff competence, creating an environment of creativity and innovation.

Working in Teams:

• Building and promoting effective teams.

Communicating Information and Ideas:

• Creating and promoting enabling environment for open communication.

Self-management and Emotional intelligence:

• Creating an emotionally intelligent organization;
• Conflict Management / Negotiating and Resolving Disagreemente.

Leveraging conflict in the interests of the organization & setting standards:

Knowledge Sharing / Continuous Learning:

• Sharing knowledge across the organization and building a culture of knowledge sharing and learning.

Appropriate and Transparent Decision Making:

•  Fair and transparent decision making; calculated risk-taking.

Required Skills and Experience

Education:

• Secondary Education is required;
• University Degree in Business/Public Administration, Economics, Political/social Sciences, or other development fields would be desirable, but it is not a requirement.

Experience:

• Minimum of 5 years of progressively responsible administrative or programme experience is required at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language:

• Fluency in English and Arabic is essential (written and spoken).

Desired:

• UNDP Atlas – Procurement Module;
• Procurement Certification.