UN WOMEN Jobs - 69061- Administrative Assistant (Open to Egyptian Nationa

Administrative Assistant (Open to Egyptian Nationals & Residents Only)

Advertised on behalf of

UN WOMEN

Location :

Cairo, EGYPT

Type of Contract :

Service Contract

Starting Date :

01-Nov-2016

Application Deadline :

31-Oct-16 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

One year

Languages Required :

Arabic English

Expected Duration of Assignment :

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.

Under the overall guidance and direct supervision of the Operations Manager, the Administrative Assistant provides support to office operations 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.

The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in UN Women Country Office and Projects.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies.
Efficient administrative and logistical support.
Ensures smooth and rapid processing of office payments.
Ensure efficient office supply and asset management.
Ensure efficient office travel management and services.
Support to knowledge building and knowledge sharing.

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 CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

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

Administration of UN Women CO Registry, Pouch and DHL services.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Support to the organization of workshops, conferences, retreats and events.
Support and coordination to protocol matters, shipments, customs clearance and other administrative matters.
Ensuring and follow up on the cleaning and gardening services in UN Women CO.
Ensuring and follow up on the security services in UN Women CO.
Ensuring and follow up on the maintenance works required for UN Women premises and equipment.
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.
Manage conference room bookings and coordination of meetings and events hosted in CO premises.
Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.

Ensures smooth and rapid processing of office payments for services, goods and equipment, focusing on achievement of the following:

Collection, review and certification of all the documentations and invoices related to office payments for services, goods and equipment.
Preparations of the related Account Payable forms and processing of the required e-requisitions.
Tracking of long-term agreements’ recurring invoices, such as for travel services.

Provides support to office supply and asset management, focusing on achievement of the following:

Administration, coordination and micro-purchase of CO stationery and office supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
Perform as CO Asset Focal Point, coordination of asset and inventory verifications and timely preparation & submission of periodic reports.

Provides support to office travel management and services focusing on achievement of the followings:

Administration and coordination of travel arrangements, hotel reservations, processing requests for visas, and any other travel related documents.
Review and certify all travel documentations, including travel authorization and DSA calculations.
Verify air travel bookings and travel options, and confirm ticket issuance to travel agency.
Consolidate staff travel files, including all travel documentations, Back-To-Office-Reports, boarding passes, F10 claims, ..etc.
Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following:

- 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

Impact of results:

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.

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.

Professionalism:

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

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:

Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating & encouraging open communication in the team, communicating effectively
Managing conflict
Learning and sharing knowledge and encourage the learning of others

Functional Competencies:

Researches best practices and poses new, more effective ways of doing things;
Understands the main processes and methods of work regarding to the position;
Demonstrates good knowledge of ICT & applies it in work assignments;
Makes recommendations related to work procedures and implementation of management systems;
Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients.

Required Skills and Experience

Education:

BA/B.Sc in Accounting, Administration, Office Management, or any related field is required.

Experience:

Minimum of three (3) years of experience in Accounting, Administration, office management and/or related field;
Proficiency in using computers and standard office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages;
Experience in handling of web based management systems will be considered as an asset.

Language:

Fluency in English and Arabic is required.