Recrutement de 01 Operations Assistant

Recrutement de 01 Operations Assistant
Niveau d'études: Bac
Expérience: 2 ans
Expire le: 17-09-2022

PNUD
Cairo, Egypte
Operations Assistant

Cairo, Egypt

Job Identification
5630

Locations
Cairo, Egypt

Posting Date
09/01/2022, 06:11 PM

Apply Before
09/17/2022, 10:59 PM

Degree Level
Secondary School Leaving Certificate

Job Schedule
Full time

Agency
UNDP

Grade
G5

Vacancy Type
Temporary

Practice Area
Management

Bureau
Regional Bureau for Arab States

Contract Duration
364 days

Education & Work Experience
Bachelor's Degree - 2 year(s) experience OR High School certificate- 5 year(s) experience

Required Languages
Fluency in English and Arabic

Vacancy Timeline
2 Weeks

Mobility required/no mobility
no mobility required

ICSC Grade
ICS05 / G5

Job Category
Administration/Operations/Support

Job Description
Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Under the guidance and supervision of the Operations Manager, the Operations Assistant 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 Assistant 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

Ensures effective and efficient functioning of the Operations Manager’s office focusing on achievement of the following results:
Management of the Operations Manager’s calendar, appointments, contacts and correspondence, ensuring an environment of professionalism, efficiency and teamwork at all times, and setting exemplary standards for the CO teams;
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.
Building and maintaining a network of contacts with counterparts at Ministries, Embassies, international organizations and UN agencies, and facilitation of work with them.
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.

2. Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results:

Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
Facilitation of information sharing with and between Programme and Operations Teams and Units.
Follow up on internal deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Operations Manager.
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.

3. Knowledge Building and Knowledge Management, focusing on achievement of the following results:

Sound contributions to knowledge networks and communities of practice.
Support to maintenance of Teams’ status reports, best practices and lessons learned.

Competencies

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 pragmatic problem solver, makes improvements.

Learn Continuously LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Required Skills and Experience

Education:
A minimum of Secondary education (with 5 years of experience) OR University Degree in Business or Public Administration, Economics, Management, Political or Social Sciences would be given due consideration (with 2 years of experience).

Experience:
2 years of progressively responsible experience as executive assistant, secretarial and administrative support or similar positions, at the national or international level if with Bachelors and 5 years if with Secondary education.

Language Requirements:

Fluency in English and Arabic.

Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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