UN WOMEN Jobs - 79133- Administrative Associate (Open to Egyptian Nationa

Administrative Associate (Open to Egyptian Nationals and Residents only)

Advertised on behalf of

UN WOMEN

Location :

Cairo, EGYPT

Type of Contract :

Service Contract

Starting Date :

15-Jul-2018

Application Deadline :

14-Jun-18 (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.

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

Duties and Responsibilities

1. Provide general administration and operations support to the CO in compliance with UN Women rules, regulations, policies, and strategies

Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;
Provide administrative support to conferences, workshops, retreats;
Provide administrative support to maintenance of premises and common services, as needed;
Maintain filing system ensuring safekeeping of confidential materials, as necessary.

2. Coordinate and organize assets management and procurement processes

Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
Generate procurement related reports; research and draft responses to enquiries;
Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
Prepare Purchase Orders (PO) and contracts in and outside Atlas, create vendor profiles in Atlas;
Review procurement processes conducted by projects; submissions to the Procurement Review Committee.

3. Provide efficient logistics and support services to CO

Administration of UN Women CO Registry, Pouch and DHL services.
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.
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

Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
Compile lessons learnt and best practices in administration, procurement, and human resources.

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

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:

Completion of secondary education is required;
Bachelor’s degree in Business or Public Administration, Commerce, or related fields is an asset.

Experience:

At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in the use of ATLAS is an asset.

Language:

Fluency in Arabic and English is required;
Working knowledge of another UN official working language is an asset.