Administrative Assistant - (Egyptian Nationals and Residents Only)



Advertised on behalf of :

Location : Cairo, EGYPT
Application Deadline :10-Aug-21 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
Arabic   English  
Starting Date :
(date when the selected candidate is expected to start)
03-Oct-2021
Duration of Initial Contract :One Year
Expected Duration of Assignment :One Year

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

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.

Complementing Egypt’s 2030 Sustainable Development Strategy, the country has a 2030 National Women’s Strategy (NWS) that focuses on women’s leadership and political participation; women’s economic empowerment; women’s social empowerment; and protection of women. In addition, the 2018-2022 UN Partnership Development Framework (UNPDF) adopted a strategic approach to support women’s empowerment including a standalone outcome area. Fully aligned with the above frameworks, UN Women Egypt is strongly positioned to promote gender equality and women’s empowerment based on its past and ongoing support, including (a) the formulation and operationalization of the NWS, (b) the evidence-based progress monitoring of the status of women in alignment with the SDGs, (c) the operationalization of the agreed conclusions of the annual Commission on the Status of Women, (d) the areas of women’s political participation and leadership, women’s economic and financial inclusion, and combatting violence against women, and (e) the creation and coordination of partnerships between Government, civil society, the women’s movement, academia, the private sector and international development partners through the Gender and Development Group, the UN Gender Theme Group and joint programming approaches from national to grass-roots level.

Reporting to the Operations Manager, the Administrative Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality, and results-oriented approach. S/he works in close collaboration with the Operations, Programme, and projects staff teams to ensure consistent service delivery and to resolve complex administration-related issues and information delivery.


Duties and Responsibilities

1. Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies

  • Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards, and other documents, collect information for DSA, as required;
  • Provide administrative support to conferences, workshops retreats;
  • Provide administrative support to property management;
  • Maintain filing system ensuring safekeeping of confidential materials.

2. Provide administrative support to office and assets management

  • Monitor and maintain office stationery supplies including maintenance of the stock list of stationery, distribution of stationery, and keeping a log of distribution, as required;
  • Act as assets Focal Point, maintain records on assets management, and prepare required reports;
  • Preparation of office payments and the related supporting documents;
  • Maintain files and records relevant to office premises and related maintenance;
  • Perform Alternate Buyer role in Atlas and prepare Purchase Orders;
  • Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.

3. Provide efficient logistics and support services to CO

  • Administration of UN Women CO Registry, Pouch, and DHL services;
  • Follow up on the cleaning and gardening services in UN Women CO;
  • Follow up on the security services in UN Women CO;
  • Preparation and follow-up on the CO Drivers’ schedule and coordination of transportation services, as well as regular vehicle maintenance and insurance;
  • Checking and certifying of vehicle daily log and fuel consumption, update and maintenance of vehicle history report.

4. Provide administrative support to knowledge building and knowledge sharing

  • Facilitate training for the operations/projects staff on administration.

Key Performance Indicators:

  • Adherence to UN Women rules and regulations;
  • Timely and quality procurement services;
  • Perform duties in a transparent and cost-effective manner;
  • Provide timely and quality advice to clients;
  • Timely and quality reports.


Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies:  https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

Functional Competencies

  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Strong knowledge of administrative rules and regulations;
  • Strong IT and web-based management skills;
  • Ability to extract and interpret data.


Required Skills and Experience

Education and certification:

  • Bachelor’s degree in Business or Public Administration, Commerce, or related fields is required.

Experience:

  • At least 3 years of progressively responsible experience in administration, procurement, or logistic support service;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Work experience with UN Agencies is an asset.
  • Experience in the use of ERP systems and/or ATLAS is an asset.

Language Requirements:

  • Fluency in English and Arabic is required

Application:

Interested candidates must submit the following documents/information to demonstrate their qualifications:

The above-mentioned documents should be merged in a standalone file including all of them since the online application submission does only permit uploading one file per application.

Incomplete submission can be a ground for disqualification. 

Make sure that you provide a valid email address for future communications.



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