• UN Women Egypt Careers | Administrative Assistant

    UN Women Egypt Careers | Administrative Assistant

    Location: Cairo, Egypt
    Published:

    Job Description

    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.

    The Administrative Assistant works in close collaboration with the Operations team based in Cairo as well as Jordan Country Office – Amman, programme staff in three programme country offices and programme teams to ensure consistent service delivery.

    The Administrative Assistant will provide administrative assistance to the immediate supervisor and the Regional Office for the Arab States to ensure that routine services and activities within the administrative domain are properly implemented.



    Duties and Responsibilities

    Your main responsibilities in this role include the following:

      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.

    • Provide administrative support to office and assets management:

    • 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 records on assets management and prepare required reports

      Maintain files and records relevant to office premises and related maintenance

      Perform 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.

      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.

      Provide administrative support to knowledge building and knowledge sharing

    • Facilitate trainings for the operations/projects staff on administration

    Job Requirements

      Education:

    • Completion of secondary education is required

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

    • Experience:

    • At least 5 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.

    Job Details

    Company/Organization: UN Women Egypt

    Employment Type: Full-time Job

    Job Functions: Administrative

    Job Location: Cairo, Egypt

    Expected Duration of Assignment: One year

    Application Deadline: 30 November 2018

    APPLY HERE

    Apply on UNDP website

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