وظائف ادارية بمنظمة اللامم المتحدة بالقاهرة UNDP

Administrative Associate (Open to Egyptian Nationals and Residents only)

Duties and Responsibilities

1. Provide general administration and operations support to the CO in compliance with UN Women rules, regulations, policies, and strategies

Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;
Provide administrative support to conferences, workshops, retreats;
Provide administrative support to maintenance of premises and common services, as needed;
Maintain filing system ensuring safekeeping of confidential materials, as necessary.
2. Coordinate and organize assets management and procurement processes

Monitor and maintain 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, coordinate physical verification of inventory items;
Provide inputs to the preparation of procurement plans for the office and monitor 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 procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
Prepare Purchase Orders (PO) and contracts in and outside Atlas, create vendor profiles in Atlas;
Review procurement processes conducted by projects; submissions to the Procurement Review Committee.
3. Provide efficient logistics and support services to CO

Administration of UN Women CO Registry, Pouch and DHL services.
Ensuring and follow up on the cleaning and gardening services in UN Women CO.
Ensuring and follow up on the security services in UN Women CO.
Preparation and follow up on the CO Drivers’ schedule and coordination of transportation services, as well as regular vehicle maintenance and insurance.
Checking and certifying of vehicle daily log and fuel consumption, update and maintenance of vehicle history report.
4. Provide administrative support to knowledge building and knowledge sharing

Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
Compile lessons learnt and best practices in administration, procurement, and human resources.
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.

Required Skills and Experience
Education and Certification:

Completion of secondary education is required;
Bachelor’s degree in Business or Public Administration, Commerce, or related fields is an asset.
Experience:

At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in the use of ATLAS is an asset.
Language:

Fluency in Arabic and English is required;
Working knowledge of another UN official working language is an asset.

To Apply