Administrative Assistant

Regional Office for the Middle East and North Africa

I. Position Information

Position Title: Administrative Assistant
Agency: UNDP
Type of Contract: Service Contract (SC)
Level: SB-3
Contract Duration : 1 year.
Duty Station: Cairo, Egypt

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) on "Organized Crime", UNODC is

implementing multiple projects on Violence Against Women, Prison Reform and Juvenile

justice. These projects are operating in the Middle East and North Africa and managed by the

UNODC Regional Office for the Middle East and North Africa (ROMENA), based in Cairo.

The incumbent of this position will perform his/her functions under the direct supervision of

the program coordinator. He/she will assist in the provision of administrative services related to

the Criminal Justice Programme implementation in the MENA region that are Operating in

Middle East and North Africa.

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 and in other

MENA countries, as required, by undertaking administrative support activities and other assigned
tasks; and

• Work in close collaboration with UNODC staff both in Cairo and in the outposts to support

administrative-related activities and to ensure consistent service delivery, as well as to assist the
Criminal Justice Programme Manager and, when required, other Project Coordinators and
Programme Assistants/Associates monitoring a range of administrative matters, including
financial flows, expenditures and other budgets/financial reports.

• Specific tasks to be performed by the Administrative Assistant:

The incumbent will fulfill the functions of Administrative Assistant for the Criminal Justice
Programme, as well as for other projects as required. 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 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 Criminal

Justice Programme Manager, 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 on project expenditures and payments;

Perform other duties, including drafting of correspondence, screening telephone calls,
sending out faxes, maintaining appointment diaries, scheduling appointments, etc.;

Plan and organize 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 inter-personal 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, organizing and managing performance: 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 necessary details.

VI. Recruitment Qualifications
Education: Bachelor’s in business, Public Administration, Project

Management or related field.

• 3 years of progressively responsible administrative or

Experience: programme experience 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 Umoja 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 Apply to send email to the employer by close of

business 30.11.2019 writing in the subject line the title of the position