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:
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.
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.
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.
Facilitate trainings for the operations/projects staff on administration
Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies
Provide administrative support to office and assets management:
Provide efficient logistics and support services to CO
Provide administrative support to knowledge building and knowledge sharing
Job Requirements
Completion of secondary education is required
Bachelor’s degree in Business or Public Administration, Commerce, or related fields is an asset.
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.
Fluency in Arabic and English is required
Working knowledge of another UN official working language is an asset.
Education:
Experience:
Language:
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 on UNDP website
