وظيفة مساعد اداري في هيئة الأمم المتحدة للمرأة بالقاهرة دوام كامل

JOB DESCRIPTION

Under the supervision of Regional Programme Coordinator, the Administrative Assistant ensures effective and efficient function of the office, support implementation of the operational strategies, support implementation of the HR services, logistics, and inventory management, support the maintenance of information flow and follow up on deadlines and commitments made while coordinating and participating in the promotion of UN Women’s values and actions promoting gender equality and women’s empowerment, especially in humanitarian context.

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:

Support implementation of operational strategies:

• • Full compliance of administrative activities with UN/UN-Women rules, regulations, policies and strategies related to finance, procurement, asset management, and office management
  • Provision of inputs to the ROAS administrative business processes mapping and implementation of the internal standard operating procedures (SOPs)
  • Support implementation of HR Services, maintain staffing lists, the timesheets, and reports as required
  • Perform the duties of Leave Monitor.

Provision of administrative and logistical support:

• • Performance of a Buyer role in Atlas and preparation of POs for travel activities; and, making budget check for requisitions, POs and payment vouchers
  • Ensure that vouchers processed are matched and completed, transactions are correctly recorded. Process DSA, travel claims and other entitlements
  • Support to organization of procurement processes including preparation of RFQs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs
  • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, security clearance, and other documents
  • Maintain office filing system, both traditional and digital and ensure that intranet pages are up-to-date
  • Administrative support to conferences, workshops, retreats
  • Maintenance of the filing system ensuring safekeeping of confidential materials
  • Assistance in the preparation of the budget, provision of information for donor verification missions and/ or audit
  • Support the management of administrative supplies, office equipment, and updating inventory of items in collaboration with the JCO and ROAS
  • Any other responsibilities/functions deemed necessary by the supervisor/or senior manager to meet the level of the services in the organization
  • Assist programme staff to prepare periodic financial reports
  • Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.

Support to office maintenance and assets management:

• • Maintenance of records on assets management and preparation of required reports
  • Maintenance of files and records relevant to the office and related maintenance
  • Collect and maintain the finance and administrative filing system.

Support to knowledge building and knowledge sharing:

• Provision of necessary administrative support for effective knowledge management and sharing between the programme countries.

JOB REQUIREMENTS

• Education:Bachelor degree in Economics, management, rural development, social sciences or related fieldCertification in administration desirable.
• Experience:A minimum of 5 years of relevant experience in administration or program support servicesExperience in the usage of computers and office software packages (MS Word, Excel, etc.)Experience in handling of web based management systems including ATLAS will be an added advantage.
• Language:Professional proficiency in oral and written Arabic and English is required.

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, with possibility for extension

Application Deadline: 15 November 2018