Administrative Assistant

The Egyptian Red Sea Initiative (ERSI) is an important new programme that aims to reduce drivers of coral reef degradation while simultaneously developing new finance sources and mechanisms for reefpositive business and livelihoods. To ensure that the Egyptian Red Sea region’s coral reefs continue to provide vital ecological and socio-economic services, the programme will also advance science on coral reef resilience, identify and protect climate refugia[1], and implement sustainable financing mechanisms for Marine Protected Areas (MPAs) that harbour critical coral reef ecosystems. 

Through the establishment and operationalization of a new Egyptian Fund for Coral Reefs (EFCR), which will leverage finance for reef-positive businesses that support conservation, economic development, community livelihoods, and enhanced community resilience to climate change, the programme will accelerate the development of reef-positive business models, especially in the ecotourism, sustainable fisheries, and waste management sectors. 

With additional finance for conservation and investment from the private sector, the programme is expected to leverage at least an additional USD 45 million in grants through the Egyptian Fund for Coral Reefs (EFCR) to support coral reef conservation in the Egyptian Red Sea. 

The Admin Assistant will be responsible for providing support to the project on a day-to-day basis to cover administration & finance functions such as general project administration, tracking expenses, procurement, and organisation of outreach activities.

Management

• Provide support with all administrative and financial requirements of the project, especially those related to project funding and accounting 
• Assist in ensuring that project is executed in a timely and appropriate manner.
• Facilitate, guide and monitor the work of the national ERSI team; manage payment schedules.
• Assist in project related activities, including planning for meetings, local and national consultations, trips, and other project related activities. 
• Ensure all national and international travel is organized smoothly. 
• Document and share records of meetings, decisions, actions, etc.
• Support with the Monitoring and Evaluation of the project at the national level, including workshop evaluations. 
• Any other duties assigned by the National ERSI Leader or National Project Coordinator that have direct relevance to the project.

Financial Oversight

• Manage the project budget, oversee procurement and accounting, together with the UNDP Country Office and the global ERSI Team.
• Ensure financial resources are disbursed on time to implementing partners.
• Maintain records of expenditures and collaborate in financial reporting.

Key deliverables (products and processes):

• Develop calculations for the development of the annual workplan/budget.
• Handle all required procurement processes, requisitions, and purchase orders, ensuring compliance with UNDP rules and regulations. 
• Maintain an inventory of assets/equipment and support with the handover of equipment upon project closure. 
• Take care of all logistical matters to organise the inception workshop, consultation workshops and any meetings as required.
• Regularly update of the procurement plan and contacts list. 
• Take care of all travel arrangements for national travel/missions and participants to national level workshops. 
• Handle all travel for participants to global and regional workshops and other international meetings, ensuring all necessary visa, security clearances and plane tickets are obtained timely, and confirmations/changes of travel arrangements are communicated to the global ERSI team immediately. 

 The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional arrangement: 

The Project Management Unit (PMU) will consist of a project manager (this position), a Finance Officer, a Coordinator, an Administrative Officer and a driver. The Administrative Assistant will be responsible for providing back-office/administrative support to the Project Lead and National Project Coordinator.

Cross-Functional & Technical competencies