Egypt Job Openings

United Nations Development Programme (UNDP)
Operations Associate
Cairo
FULL TIME
October 16, 2024
The Operations Associate 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.
- Management of the Operations Manager’s calendar, appointments, contacts and correspondence, and meeting the deadlines of the following documents: Business Continuity Plan, Internal Control Framework, Annual Representation Checklist, Delegations of Authority, Service Level Agreements, Disaster Recovery Plan, Standard Operating Procedures, and Local Price List, ensuring that they are completed and submitted before the deadline.
- 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.
- 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.
- Support the Operations Manager in the preparation of any audit missions when needed by providing necessary administrative assistance.
- 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.
- Assist the Operations Manager in making sure Warden System is updated, emergency evacuations planning and execution
- Assist in making sure the implementation of UNDP security related policies/guidelines is accomplished.
- Make sure Operations Manager informed on security related incidents;
- Make sure Office security requirements are implemented;
- Fire safety measures for the UNDP office are developed and implemented;
- Make sure security briefings of new staff members is done;
- Support knowledge sharing and knowledge management
- The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement:
identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
- Secondary education is required.
- University Degree in Business Administration, Public Administration, Finance or equivalent field will be given due consideration, but it is not a requirement.
- Minimum of 6 years (with secondary education) or 3 years (with university degree) in administration or similar positions, at the national or international level.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Experience with web-based ERP systems an advantage.
- Experience in handling basic security related issues is an asset.
- Previous experience with international organizations is desired.
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