Administrative Associate

2 weeks ago

مصر, Egypt United Nations Development Programme (UNDP) Full time

**Administrative Associate**:
**Advertised on behalf of**:
**Location**:

- Cairo, EGYPT**Application Deadline**:

- 05-Jul-23
- **(Midnight New York, USA)**

**Time left**:

- 15d 7h 54m**Additional Category**:

- Gender Equality**Type of Contract**:

- FTA Local**Post Level**:

- GS-7**Languages Required**:

- Arabic English**Duration of Initial Contract**:

- 1 Year**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.

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.

Reporting to Regional Operations Manager, the Administrative Associate supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme, and projects staff team to ensure consistent service delivery and to resolve complex administration-related issues and information delivery.

**Duties and Responsibilities**:
**Prove general administration and operations support to the ROAS in compliance with UN Women rules, regulations, policies, and strategies**
- Prepare a work plan for the administrative team;
- Coordinate and supervise administrative support staff in the ROAS;
- Coordinate and supervise shipments, Government taxes, and customs clearance arrangements;
- Coordinate and supervise travel arrangements, performing the role of Travel Focal Point and Travel Processor in the ICF;
- Coordinate and facilitate the organization of conferences, workshops, and retreats;
- Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;
- Manage and improve the filing system ensuring the safekeeping of confidential materials.

**Coordinate and organize assets management and procurement processes**
- Manage office stationery supplies including maintenance of stock list of stationery, distribution of stationery, and keeping a log of distribution;
- Coordinate assets management in the office, prepare and submit periodic inventory reports, and coordinate physical verification of inventory items;
- Perform the role of petty cash custodian;
- Provide substantive inputs to the preparation of procurement plans for the office and contribute to monitoring their implementation;
- Generate procurement related reports; research and draft responses to enquiries;
- Review procurement requests and initiate procurement procedures for office and project equipment, supplies, and services;
- Organize and manage procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, and the opening and evaluation of tenders;
- Coordinate contract negotiations, and prepare request for an award of contract for the review and approval of relevant authorities, as required;
- Coordinate and supervise the preparation of Purchase Orders (PO) and contracts in and outside Quantum; ensure accuracy of POs;
- Review of procurement processes conducted by the unit; submissions to the Regional Procurement Review Committee (RPRC);
- Perform the Secretariat role for the RPRC;
- Administer and establish Long Term Agreements (LTAs) with UN Joint Teams;
- Premises management, ensuring compliance with relevant policies and procedures.

**Provide administrative support to knowledge-building and knowledge sharing**
- Organize training for the operations/ projects staff on administrative-related matters;
- Compile lessons learned and best practices in administration, procurement, and human resources;
- Brief staff members on general administrative matters; provide advice and administration support.

**Key Performance Indicators**
- Adherence to UN Women rules and regulations;
- Timely and quality procurement services;
- Perform duties in a transparent and cost-effective manner;
- Provide timely and quality advice to clients;
- Timely and quality reports.

**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.

**Functional Competencies**:

- Ability to administer

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