Staff Assistant

2 days ago

مصر, Egypt United Nations Full time

Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNDRR has over 120 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyzes action and increases global awareness to reduce disaster risk working with UN Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.

This project position, created in the context of the Regional Capacity Enhancement initiative, is located in the UNDRR Regional Office for Arab States (ROAS) in Egypt. The incumbent reports to the Deputy Chief of Office, under the overall authority of the Chief of Office.

**Responsibilities**:
Within delegated authority, the Staff Assistant will be responsible for the following duties:

- Performs, under mínimal supervision, the full range of office management and administrative support functions; provides direct assistance to the chief of office and deputy chief of office. Supports the Administrative team with operational and administrative processes, performs and coordinates administrative and operational tasks in close communication with the Associate Administrative Officer and the Administrative Assistant on a daily basis, as well as serving as back up to the Administrative Assistant.
- Maintains liaison with the Programme Officers in the Office and in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the Office’s outputs, products, tasks, etc.
- Ensures smooth and efficient information flow within the Office; prepares and processes confidential information;
- Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
- Provides assistance in the coordination of Office-wide activities (meetings, training, etc.), special projects and events.
- Attends meetings, prepares minutes, monitors follow-up activities.
- Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
- Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
- Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
- Assists in the preparation of presentation materials using appropriate technology/software.
- Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
- Ensures effective and timely liaison and follow up with UNDP, Egypt Country office, Administrative unit (as the service provider for UNDRR Regional Office) to facilitate timely delivery of services ( e.g custom clearances; renewal and processing of residence permits for staff members; renewal of licenses, MOFA cards etc).
- Ensures general upkeep of the office premises including liaising with UNODC (co-occupant ) on timely maintenance of the office premises.
- Maintains files (both paper and electronic) and databases for work unit.
- Performs other duties as assigned.

Competencies

Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education
High school diploma or equivalent is required.

Work Experience
A minimum of five (5) years of experience in general office support or related area is required.

Experience in

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