United Nations jobs in Egypt

Administrative Assistant

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Job deadline: September 8, 2020
Job title / Position title: Administrative Assistant
Duration of contract : 1 year (renewable upon satisfactory performance and availability of funds)
Contract type: Full-time
Location / City: Cairo
Languages: Arabic and English
Job grade / Post level: SB-3
Salary estimation: SB-3: 12,000 USD – 35,000 USD / Year
*Salary estimation disclaimer

Section: Introduction


II. Organizational Context

This position is located in the UNODC Regional Office for the Middle East and North Africa (ROMENA), in Cairo. Within the framework of the Regional Programme for the Arab States to Prevent and Combat Crime, Terrorism and Health Threats and Strengthen Criminal Justice Systems in line with International Human Rights Standards (2016-2021), UNODC is implementing a project on “HIV and AIDS Prevention, Treatment, Care and Support in Prisons Setting. The project is operating in the Middle East and North Africa including Egypt with a focus on prisoners’ health. The UNODC Regional Office manages the project for the Middle East and North Africa (ROMENA) based in Cairo.

UNODC’s work on drugs and health is inextricably linked to multiple Targets of SDG 3 (Ensure Healthy Lives and Promote Well-Being for All at All Ages). The Office’s existing mandate, for example, is fully in line with Target 3.5 (‘Strengthen the prevention and treatment of substance abuse, including narcotic drug abuse and harmful use of alcohol’) on several fronts, including supporting a balanced public health-oriented approach to the drug problem by working to end discrimination against,

and promote interventions for, people who use drugs; and strengthening the access to comprehensive, evidence-based, and gender-responsive services for prevention of drug use and treatment of substance drug use disorders, including as an alternative to conviction or punishment. Besides, UNODC is also mandated to provide HIV prevention, treatment and care among people who use drugs or are in prisons, contributing towards ending AIDS by 2030, a segment of the Target 3.3 (‘By 2030, end the epidemics of AIDS, tuberculosis, malaria and neglected tropical diseases and combat hepatitis, water-borne diseases, and other communicable diseases’).

The incumbent of this position will perform his/her functions under the direct supervision of the Programme Officer (HIV/AIDS Prevention and Care) and the overall supervision of the Regional Representative. He/she will assist in the provision of administrative services related to the Health Programme implementation in the MENA region that are Operating in the Middle East and North Africa.

Section: Responsibilities / Duties

III. Functions / Key Results Expected 1. Summary of the key functions:

The incumbent will carry out the following general tasks:

Support the implementation of UNODC technical assistance activities in Egypt as required, by undertaking administrative support activities and other assigned tasks; and Work in close collaboration with UNODC staff in Cairo to support administrative- related activities and to ensure consistent service delivery, as well as to assist the Programme Officer (HIV/AIDS Prevention and Care ) and, when required, other Project Coordinator and Programme Assistants/Associates monitoring a range of administrative matters, including financial flows, expenditures and other budgets/financial reports.

2. Specific tasks to be performed by the Administrative Assistant:

The incumbent will fulfill the functions of Administrative Assistant for the Prison health Project in Egypt, as well as for other projects as required, in line with the development of the programme. More specifically, the incumbent will fulfill the following tasks: Assist in initiating and finalizing budget revisions, work plans, inventory lists, notes to the file, etc. to facilitate implementation and monitoring of prison project activities; Provide support to projects on aspects related to expenditures and the preparation of payment requests in UNODC administrative systems (Umoja); Contribute to developing a filing system for projects, and maintain filing accordingly; Organize international and national conferences, meetings, seminars and workshops held within or outside of Egypt, and travel to the events’ location if needed; Prepare travel plans and organize traveling dates for various missions of the Programme Officer (HIV/AIDS Prevention and Care), and other staff as required. Prepare and forward authorizations to travel agents to issue air tickets, request payment of Daily Subsistence Allowances (DSAs) and terminal expenses, and

determine appropriate budget lines; Prepare any document needed for consultants’ contract and follow up on payment requests of their fees as per their terms of reference; Prepare all the necessary payment requests in UNODC administrative systems (Umoja) and follow up with UNDP offices in the region and payments; perform reconciliation of UNDP payments and other financial transactions as required Perform other duties, including drafting of correspondence, screening telephone calls, sending out faxes, maintaining appointment diaries, scheduling appointments, etc.; Plan and organize the procurement of goods and services required for the projects under purview, ensure compliance with, and verify, regulations and procedures to be applied when procuring goods or services. Develop and prepare purchase orders, contracts and agreements with suppliers and follow up with suppliers and expediters to ensure timely delivery; Perform any other duties as required.


V. Competencies Communication: Effective communication (spoken, written and presentational) skills. Ability to prepare, consolidate inputs and finalize expenditure reports, project budget documents, and other relevant materials.

Teamwork: Good interpersonal skills and ability to establish and maintain effective partnership and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender.

Planning and organizing : Ability to plan own work, manage conflicting priorities and to use time efficiently. Ability to organize and implement activities and outputs. Ability to maintain focus and pay attention to the necessary details.

Section: Requirements: Education / Experience / Languages / other requirements:

VI. Recruitment Qualifications Education: Bachelor’s in business, Public Administration, finance or related field.

Experience: 3 years of progressively responsible administrative is required at the national or international level. Other desirable skills: Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages; experience in handling web-based management systems is desirable. Experience with the ERP system is highly desirable. Language Requirements: Excellent written and oral English and Arabic languages are required. Knowledge of French is an advantage.

Interested candidates should submit their duly filled P.11 form and a cover letter explaining why they think they are the best candidate for the position to unodc- [email protected] by close of business 08.09.2020 writing in the subject line the title of the position.

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