Administrative Assistant, Cairo, Egypt
Organization: UNDP - United Nations Development Programme
Country: Egypt
City: Cairo
Office: UNDP Cairo
Closing date:
Wednesday, 7 September 2016
Education &
Work Experience: C-HS Graduate or Equivalent - 2 year(s) experience
SB2
Vacancy Type : Service Contract (SC)
Posting Type : External
Bureau: Arab States
Contract
Duration: one year.
Open for Egyptian nationals only.
Background
The overall mandate of the United Nations Department of Safety and
Security (UNDSS) is to provide leadership, operational support and oversight of
the security management system to enable the safest and most efficient conduct
of the programmes and activities of the United Nations System.
Under the guidance and supervision of the UNDSS Security Advisor (SA),
the UN common security Administrative Assistant is responsible of issuance and
productions of the UNID cards for staff members of all UN agencies.
UNDSS Egypt is supporting the UN Agencies through security advice and
guidance so to enable the UN agencies to conduct their operations in the safest
way possible.
Duties
and Responsibilities
Ensures issuance of UN ID card in a timely manner, focusing on
achievement of the following results:
·
Produces and issues UN ID card among UN
agencies' staff following applicable rules and regulations and keep track of
issued cards.
·
Scans and edits photo through design software
to paste in ID card.
·
Operates ID card system software and properly
manages card database system.
·
Maintenance of ID card machine and ensuring
its proper functioning.
·
Maintains close contact with supplier in
procuring blank ID card, colour and holographic ribbons etc.
·
Reviews and keeps stock up to date.
·
Maintains card lifecycle records.
Provides
support to effective management of UN central staff database, focusing on
achievement of the following results:
·
Manages and updates UN central database for
UN staff members and their eligible dependents.
·
Maintains database with contact details of
SMT, ASC, SFP, and Zone Wardens.
·
Provides support to LSA in preparing
mandatory administrative returns to DSS-HQ.
·
Prepares various database formats and generates
required reports.
Provides
support to effective
management of related files focusing on achievement of the following results:
·
Maintains filing system contains all required
document of issuing UN ID cards of all UN personnel and other records of similar
nature.
·
Keeps documents in an orderly manner, both
virtual and hard copies.
·
Provides general assistance to other office
support staff. Performs general clerical duties to include but not limited to:
photocopying, faxing, mail distribution and filing.
·
As required; may coordinate the work of
office support staff in providing meetings servicing/administrative support.
·
Receives general calls and fax documents,
responding and forwarding as appropriate.
·
Performs other duties as assigned.
Assists in
building evacuation exercises and fire drills focusing on achievement of the
following results:
·
Ensures the standard procedures are applied
in the building evacuation exercises.
·
Responsible for the inspection of and keeping
records of maintenance of fire extinguishers and other emergency equipment.
·
Keep records of the building evacuation
exercises and fire drills that took place and take notes of required
enhancements.
Competencies
Corporate
Competencies:
·
Demonstrates integrity by modelling the UN's
values and ethical standards (human rights, peace, understanding between
peoples and nations, tolerance, integrity, respect, results orientation (UNDP
core ethics' impartiality).
·
Displays cultural, gender, religion, race,
nationality and age sensitivity and adaptability.
Functional Competencies:
·
Professionalism.
·
Development and Operational Effectiveness.
·
Planning and Organizing.
Required Skills
and Experience
·
Secondary education is required. Bachelor's
degree is preferable.
·
2 to 3 years of relevant experience in
administration is required at the national or international level.
·
Fluency in English and Arabic.
·
Experience in the usage of computers and
office software is preferred.
·
Experience in conducting fire drills is
preferred.
Important
applicant information
All posts in the SC categories are subject to local recruitment.
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.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and
encourages all qualified applicants, irrespective of gender, nationality,
disabilities, sexual orientation, culture, religious and ethnic backgrounds to
apply. All applications will be treated in the strictest confidence.
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or recruitment process. Should you receive a solicitation for the payment of a
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Languages - Essential: Arabic,
English