Administrative Assistant

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

The Egyptian Red Sea Initiative (ERSI) is an important new programme that aims to reduce drivers of coral reef degradation while simultaneously developing new finance sources and mechanisms for reefpositive business and livelihoods. To ensure that the Egyptian Red Sea region’s coral reefs continue to provide vital ecological and socio-economic services, the programme will also advance science on coral reef resilience, identify and protect climate refugia [1] , and implement sustainable financing mechanisms for Marine Protected Areas (MPAs) that harbour critical coral reef ecosystems.

Through the establishment and operationalization of a new Egyptian Fund for Coral Reefs (EFCR), which will leverage finance for reef-positive businesses that support conservation, economic development, community livelihoods, and enhanced community resilience to climate change, the programme will accelerate the development of reef-positive business models, especially in the ecotourism, sustainable fisheries, and waste management sectors.

With additional finance for conservation and investment from the private sector, the programme is expected to leverage at least an additional USD 45 million in grants through the Egyptian Fund for Coral Reefs (EFCR) to support coral reef conservation in the Egyptian Red Sea.

Duties And Responsibilities

The Admin Assistant will be responsible for providing support to the project on a day-to-day basis to cover administration & finance functions such as general project administration, tracking expenses, procurement, and organisation of outreach activities.

Management

• Provide support with all administrative and financial requirements of the project, especially those related to project funding and accounting
• Assist in ensuring that project is executed in a timely and appropriate manner.
• Facilitate, guide and monitor the work of the national ERSI team; manage payment schedules.
• Assist in project related activities, including planning for meetings, local and national consultations, trips, and other project related activities.
• Ensure all national and international travel is organized smoothly.
• Document and share records of meetings, decisions, actions, etc.
• Support with the Monitoring and Evaluation of the project at the national level, including workshop evaluations.
• Any other duties assigned by the National ERSI Leader or National Project Coordinator that have direct relevance to the project.
  
  
  

Financial Oversight

• Manage the project budget, oversee procurement and accounting, together with the UNDP Country Office and the global ERSI Team.
• Ensure financial resources are disbursed on time to implementing partners.
• Maintain records of expenditures and collaborate in financial reporting.
  
  
  

Key Deliverables (products And Processes)

• Develop calculations for the development of the annual workplan/budget.
• Handle all required procurement processes, requisitions, and purchase orders, ensuring compliance with UNDP rules and regulations.
• Maintain an inventory of assets/equipment and support with the handover of equipment upon project closure.
• Take care of all logistical matters to organise the inception workshop, consultation workshops and any meetings as required.
• Regularly update of the procurement plan and contacts list.
• Take care of all travel arrangements for national travel/missions and participants to national level workshops.
• Handle all travel for participants to global and regional workshops and other international meetings, ensuring all necessary visa, security clearances and plane tickets are obtained timely, and confirmations/changes of travel arrangements are communicated to the global ERSI team immediately.
  
  
  

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Project Management Unit (PMU) will consist of a project manager (this position), a Finance Officer, a Coordinator, an Administrative Officer and a driver. The Administrative Assistant will be responsible for providing back-office/administrative support to the Project Lead and National Project Coordinator.

Competencies

Core

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

Cross-Functional & Technical competencies

Business Management

Operations Management

Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.

Knowledge of relevant concepts and mechanisms

Administration & Operations

Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Procurement

Financial analysis

Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability

General (across the functions)

Event planning and execution

Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate.

Procurement

Contract management

Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Education

Required Skills and Experience

• Secondary education is required
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
  
  
  

Experience

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in administration, accounting, finance, business administration, or project administration is required.
• Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.
  
  
  

Required Skills

• Experience in coordinating and collaborating with international and national experts and institutions.
• Sound understanding of key software packages (MS Office).
• Experience in knowledge sharing and support others
• Experience in gathering and process data and information.
  
  
  

Desired skills in addition to the competencies covered in the Competencies section:

• Prior experience with UNDP projects would be an asset.
• Working experience in international organizations, especially within UN system, is an asset.
• Experience in knowledge sharing and support others
  
  
  

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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