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Operations Associate

2 weeks ago

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

**Job Identification**
- 21351

**Locations**
- Cairo, Egypt**Posting Date**
- 10/16/2024, 07:04 AM
- 10/23/2024, 10:59 PM

**Job Schedule**
- Full time

**Agency**
- UNDP

**Grade**
- NPSA-6

**Vacancy Type**
- National Personnel Service Agreement

**Practice Area**
- Management

**Bureau**
- Regional Bureau for Arab States

**Contract Duration**
- 6 months

**Education & Work Experience**
- Bachelor's Degree - 3 year(s) experience OR High School certificate
- 6 year(s) experience

**Required Languages**
- Fluency in English and Arabic is required

**Vacancy Timeline**
- 1 Week

**Background**

**Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and **inspiring stories.**

**Under the guidance and supervision of the Operations Manager, the Operations Associate provides ensures effective and efficient functioning of the Operations Manager’s office, management of information flow and follow-up on deadlines and commitments made, maintenance of protocol procedures and full confidentiality in all aspects of assignments.**

**The Operations Associate works in close collaboration and on a daily basis with UNDP Programme, and Operations teams, UN Agencies, International Organizations, Egyptian institutions to ensure efficient flow of information, actions on instructions and agendas.**

**Duties and Responsibilities**
- Management of the Operations Manager’s calendar, appointments, contacts and correspondence, and meeting the deadlines of the following documents: Business Continuity Plan, Internal Control Framework, Annual Representation Checklist, Delegations of Authority, Service Level Agreements, Disaster Recovery Plan, Standard Operating Procedures, and Local Price List, ensuring that they are completed and submitted before the deadline.
- Screening of incoming communications, checking outgoing correspondence for supervisor’s signature, following up on clearance and further action by other staff; wherever possible.
- Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government officials, Embassies, international organizations and other external partners;
- Management and facilitation of OM meetings and visits. Accompany OM in events and missions and ensure smooth logistics and protocol.
- Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking progress on commitments made; follow-up with focal points on external deadlines, ensuring actions and decisions are anticipated with adapted prioritization and sufficient preparation and information.
- Assembling briefing material for OM and visitors for appointments, meetings, and missions.
- Use of automated office management system for effective functioning of the OM Office.
- Support the Operations Manager in the preparation of any audit missions when needed by providing necessary administrative assistance.
- Draft routine correspondence, interoffice circulars.
- Screening and dispatching of calls and correspondences incoming to the Operations Manager office and provide informal translations of short texts when needed.
- Maintenance of electronic and hardcopy filing system, ensuring safekeeping of confidential material.
- Administration of logistics and arrangements for travel, meetings, tele-conferences of the Operations Manager.
- Support to organization of advocacy and other CO events, as required.
- Assist the Operations Manager in making sure Warden System is updated, emergency evacuations planning and execution
- Assist in making sure the implementation of UNDP security related policies/guidelines is accomplished.
- Make sure Operations Manager informed on security related incidents;
- Make sure Office security requirements are implemented;
- Fire safety measures for the UNDP office are developed and implemented;
- Make sure security briefings of new staff members is done;
- Support knowledge sharing and knowledge management
- The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

**Institutional Arrangement**:
The Operations Associate will report directly to the Operations Manager.

**Competencies**

**_Core_**

**Achieve Results**:

- LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline**Think Innovatively**:

- LEVEL 1: Open to creative ideas/known risks, is pra