Administrative Assistant- Open To Egyptian Nationals Only

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.

Through the Regional Office for Arab States in Cairo and a number of country (COs) and multi-country office(MCO) as well as programme Offices (POs) across the region, UN Women builds on a long history of support to governments, civil society and other actors to deliver for women and girls.  We advocate for and enhance accountability to enhance women’s political participation and prevent and respond effectively to violence against women. Our economic empowerment programmes seek greater economic security and rights particularly for marginalized groups of women.  Other programmes in Arab States  involve partnering with women in their efforts to engage in peace and reconstruction efforts, and push for gender equality (GE) provisions integral to preparing for, mitigating and responding to disasters and emergencies. To bolster gender-responsive budgeting and public planning, we assist efforts to monitor the different impacts of budget and policy choices on women and men and to mainstream gender considerations across sectors.

Under the supervision of the Procurement Analyst, the Administrative Assistant supports the Office Operations by performing a variety of standard administrative, Travel and Event management 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 programme and projects staff and the Operations team to ensure consistent service delivery.

Duties and Responsibilities

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

• Provide administrative support to conferences, workshops, retreats;
• Provide administrative support to property management;
• Maintain filing system ensuring safekeeping of confidential materials.

Provide administrative support to office

• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
• Maintain files and records relevant to office premises;
• Perform Buyer role in Atlas and prepare Purchase Orders;
• Prepare receipt of quotations, bids or proposals, their preliminary evaluation;
• Develop and update the rosters of suppliers;
• Maintain filing system.

Ensure organization of logistical services for the Regional Office and Project Offices

• Organize and coordinate travel requests for events including purchase of tickets, Daily Subsistence Allowance (DSA) calculation;
• Organization of travel including purchase of tickets, DSA calculation, PO preparation; conference facilities arrangements for events;
• Timely conducted Travel Agencies, hotel and conference facilities surveys, in coordination with other UN Agencies in case of the Regional Office;
• Pro-actively follow up on placed orders and deliveries with all concerned parties in order to ensure timely and safe delivery of goods/services; Take timely and appropriate decision and action to ensure objectives are met.

Provide administrative support to knowledge building and knowledge sharing

• Facilitate trainings for the operations/projects staff on administration.
• Perform any other duties as required within the same capacity.

Key Performance Indicators:

• Adherence to UN Women rules and regulations;
• Quality support to conferences and events;
• Quality organization of files and reports;
• Timely support to team.

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:http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf

Functional Competencies

• Ability to administer administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge of administrative rules and regulations;
• Good IT and web based management skills.

Required Skills and Experience

Education and certification:

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

Experience:

• At least 3 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 Requirements:

• Fluency in English and Arabic is required;
• Knowledge of the other UN official working language is an asset.

Application:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment. Kindly note that the system will only allow one attachment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.