Job Title: NATIONAL POST: Administration Assistant, SB3, CAIRO, EGYPT
Job ID: 36418
Location: Arab States
Full/Part Time: Full-Time
Regular/Temporary: Regular
Rotation: This post is non-rotational.
PLEASE NOTE THAT THIS VACANCY IS OPEN ONLY FOR NATIONALS OF EGYPT OR LEGAL RESIDENTS WITH WORK PERMIT. CLOSING DATE IS: 20 APRIL 2021
DURATION: 1 Year renewable subject to availability of funds, satisfactory performance and continuing need for the post (*)
(*) No expectency of renewal in accordance with UN staff regulations 4.5
Organizational Setting
Organizational Context
Under the guidance and direct supervision of the Deputy Regional Director (DRD), the Admin Assistant provides administrative and secretarial support, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.
Job purpose
The incumbent performs senior level communications, administrative and secretarial support to the DRD in close collaboration with the Special Assistant (SA) to the Regional Director and Programme Associates of the Technical Units. The incumbent also provides organizational functions of the office in terms of: providing effective communications support to the office; ensure facilitation of knowledge building and management; provide logistical support; and coordinates the secretarial services of the office.
Supervisory arrangements: Reporting to the Deputy Regional Director, working in close cooperation with relevant RO office staff, CO staff, and external partners.
Work Relations:
- Internal partners include other secretaries in the RO; close collaboration with the Special Assistant to ensure smooth and effective management of the Deputy Regional Director’s office, members of the RO’s programme/technical support team, SROs, COs and HQs to resolve policy and procedural issues, and region specific issues.
- External partners include project implementation partners of the Region’s core global programme; and academic institutions’ professional societies, NGOs, IGOs, libraries and database for research assistance.
Main Tasks & Responsibilities
Summary of key functions
- Ensure optimal communication flows between the Deputy Regional Director’s office (DRDO) and staff of the regional office and other Units (SROs, COs and HQs) as well as external counterparts, through effective use of written, verbal and electronic communication;
- Log and route incoming documents from the DRD to the office staff for action; review and ensure conformity to the Fund’s guidelines and procedures of all outgoing correspondence and submit for the DRD’s signature;
- Draft non-substantive correspondence, takes dictations and types correspondence, documents and reports ensuring that spelling, punctuation and format are correct; and in consultation with the SA, respond to requests for information, which may be of a confidential nature, in a timely, discrete and accurate manner;
- In collaboration with the SA, research files, collect requested information and organize material to meet the DRD’s needs. This includes the preparation of information and/or briefs, summaries and background documentation required by the DRD for all official missions and special meetings;
- Assemble briefing materials and prepare power-points and other presentations including computer generated visuals such as graphs for the Directorate; undertake logistical administrative, and financial arrangements, in consultation with the office of the Regional Operations Manager, for meetings and workshops organized by the Directorate;
- Set up and monitor the RO’s filing system and a follow-up system; organize and maintain the directorate filing system, and maintain up-to-date electronic mailing lists;
- Brief and train new Secretaries, give guidance to other secretaries on office procedures and coordinate the secretarial services of the office; distribute special assignments to the secretaries;
- Responsible for protocol matters, manage the DRD’s calendar and schedule of appointments and meetings, in collaboration with the SA; receive high-ranking visitors/officials; take minutes and /or notes, as required; and answer and screen calls with tact and discretion;
- Make travel arrangements for the DRD and the SA; monitor the budget of the directorate; set up and manage administrative files on the DRD’s mission travel, mission reports, administer the DRD’s leave attendance; and coordinate the preparation and updating of the DRD’s travel plan;
- Assist in the preparation and finalization of the DRD Office Management Plan; and prepare informal translations; may act as interpreter, as required; and
- Perform any other duties, as may be required by the Directorate.
Qualifications and Experience
Required Education,Skills and Experience:
Education: Completed secondary level education required. First level university degree preferred.
Experience:
Essential
- Minimum of 6 years of relevant experience in administration, secretary and/or office support;
- Strong interpersonal and organizational skills;
Desirable:
- Successful completion of UN clerical test;
- UN, INGO and knowledge of protocol experience is a an advantage;
- Some experience in research assistance;
Skills:
Computer and Internet literacy – MS office package, etc.;
- Good knowledge of Atlas/PeopleSoft/ERP;
- Good writing and communication skills.
Other Desirable Skills:
- Initiative, sound judgment, strong interest in development work, especially the mission of the United Nations Population Fund and dedication to the principles of the United Nations.
Language Requirements:
- Full Proficiency in written and spoken English; proficiency in Arabic is an asset.
Required Competencies
Values:
- Exemplifying Integrity;
- Demonstrating commitment to UNFPA and the UN system;
- Embracing diversity;
- Embracing change;
Functional competencies:
- Logistical support
- Managing data
- Managing documents, correspondence and reports
- Managing information and workflow
- Planning, organizing and multi-tasking
- Managing financial processes
- Job knowledge/technical expertise
Core Competencies:
- Values: Integrity/Commitment to mandate, Valuing diversity;
- Managing Relationships: Working in teams, Coordination capacities, Communicating information and ideas, Conflict and self-management; Emotional intelligence.
- Working with people: Empowerment/Developing people/Performance management;
- Personal Leadership and Effectiveness: Analytical and strategic thinking; Results orientation/Commitment to excellence; Knowledge sharing/Continuous learning.
UNFPA Work Environment
UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.
Disclaimer
WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
Notice to applicants: In accordance with the rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment. Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.
For any questions or comments please contact [email protected]
More Information
- Job City Cairo
