Antecedentes

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The UN Women Regional Office for Arab States is located in Cairo, Egypt. Under the overall guidance and supervision of the Regional Operations Manager, the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate carries an Atlas Profile of a Buyer, and promotes a client, quality and results-oriented approach.

The Administrative Associate works in close collaboration with the various UNW staff and project teams in the Regional Office, UNW teams in other country offices in the region and at Headquarters, and other UN agencies staff in Egypt to exchange information and ensure consistent service delivery.

Deberes y responsabilidades

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

• Full compliance of administrative activities with UN Women rules, regulations, policies and strategies;
• Provision of inputs to the RO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Preparation of administrative team results-oriented workplans.

Ensures efficient administrative support , focusing on achievement of the following results:

Travel Services

• Efficient coordination and timely execution of travel arrangements;
• Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses;
• Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.

Logistical support services

• Organization of workshops, conferences, retreats;
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
• Coordination of transportation services, regular vehicle maintenance and insurance;
• Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.

Other administrative support services

• Supervision of cleaning services;
• Ensuring provision of reliable registry services and efficient general information services;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Other duties as and when required.

Provides efficient and effective procurement support services, focusing on achievement of the following result:

Procurement support services

• Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation, and submission to RAMRC for review;
• Effective secretariat support to RAMRC and tracking of all contracts awarded;
• Preparation of POs;
• Organization and coordination of shipments and customs clearance as required.

Provides efficient and effective asset management, focusing on achievement of the following result:

• Coordination of assets management in the CO;
• Timely preparation and submission of periodic inventory reports;
• Coordination of the provision of reliable and quality office supplies.

Supports knowledge building and knowledge sharing in the RO, focusing on achievement of the following results:

• Training of staff on the administrative procedures;
• Briefing/debriefing of staff members on issues relating to area of work;
• Sound contributions to knowledge networks and communities of practice.

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencias

Core values and Guiding principles

Integrity:

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

Professionalism:

• Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

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

Core competencies

Ethics and Values:

• Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

• Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

• Take charge of self-development and take initiative.

Work in teams:

• Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

• Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

• Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

• Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

• Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

• Demonstrate informed and transparent decision making.

Functional competencies

Job Knowledge/Technical Expertise:

Fundamental knowledge of processes, methods and procedures

• Understand the main processes and methods of work regarding to the position.
• Possess basic knowledge of organizational policies and procedures relating to the position and apply them consistently in work tasks.
• Strive to keep job knowledge up-to-date through self-directed study and other means of learning.
• Demonstrate good knowledge of information technology and applies it in work assignments.
• Demonstrate ability to identify problems and proposes solutions.

Promoting Accountability and Results-Based Management:

Gathering and disseminating information

• Gather and disseminate information on best practice in accountability and results-based management systems.
• Prepare timely inputs to reports.

Client Orientation:

Maintain effective client relationships

• Report to internal and external clients in a timely and appropriate fashion;
• Organize and prioritize work schedule to meet client needs and deadlines;
• Establish, build and sustain effective relationships within the work unit and with internal and external clients;
• Respond to client needs promptly.

Design and Implementation of Management Systems:

Data gathering and implementation of management systems

• Use information/databases/other management systems;
• Provide inputs to the development of simple system components;
• Make recommendations related to work procedures and implementation of management systems.

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

• Research best practices and poses new, more effective ways of doing things;
• Document innovative strategies and new approaches.

Habilidades y experiencia requeridas

Education and certification:

• Completion of high school (secondary education);
•  Secondary degree in Business Administration or related fields is an advantage;
• Procurement Certification.

Experience:

• Minimum of six years of relevant experience in similar position or in administration or programme support services;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and in handling of web-based management systems is essential.;
• Experience with ERP (Atlas) is an asset.

Language Requirements:

• Fluency (oral and written) in both English and Arabic is required;
• Knowledge of French is an asset.