Administrative Assistant

Result of Service
Contributes to the effectiveness and efficiency of the operations department
by providing administrative support and specialized assistance to more senior
staff in the assigned areas of responsibility.
Work Location
Cairo, Egypt
Expected duration
‎9 months
Duties and Responsibilities
Organizational Setting
UN-Habitat, the United Nations Human Settlements Programme, is mandated by the
UN General Assembly to promote socially and environmentally sustainable towns
and cities. It is the focal point for all urbanization and human settlement
matters within the UN system.

Background
In October ‎2016, at the UN Conference on Housing and Sustainable Urban
Development - Habitat III - member states signed the New Urban Agenda. This is
an action-oriented document which sets global standards of achievement in
sustainable urban development, rethinking the way we build, manage, and live-
in cities. Through drawing together cooperation with committed partners,
relevant stakeholders, and urban actors, including at all levels of government
as well as the private sector, UN-Habitat is applying its technical expertise,
normative work and capacity development to implement the New Urban Agenda and
Sustainable Development Goal ‎11 - to make cities inclusive, safe, resilient
and sustainable.

Mandated by the UN General Assembly in ‎1978 to address the issues of urban
growth, it is a knowledgeable institution on urban development processes, and
understands the aspirations of cities and their residents. For forty years,
UN-Habitat has been working in human settlements throughout the world,
focusing on building a brighter future for villages, towns, and cities of all
sizes. Because of these four decades of extensive experience, from the highest
levels of policy to a range of specific technical issues, UN-Habitat has
gained a unique and a universally acknowledged expertise in all things urban.
This has placed UN-Habitat in the best position to provide answers and
achievable solutions to the current challenges faced by our cities. UN-Habitat
is capitalizing on its experience and position to work with partners to
formulate the urban vision of tomorrow. It works to ensure that cities become
inclusive and affordable drivers of economic growth and social development.

The Administrative Assistant will be responsible for supporting the
administrative officer in a wide range of functions in areas of
administration, financial and budget management, human resources, logistics
and procurement in UN-Habitat Egypt Country Office. In successful and
effective discharge of his/ her responsibilities, the incumbent will ensure
the appropriate use of resources (human and financial) and will ensure the
compliance with the regulations and rules of the United Nations.

Reporting Line
The individual Contractor will be working under the direct supervision of the
Administrative Officer

Duties and Responsibilities
The individual Contractor will carry out the following tasks and
responsibilities:

Human Resources Management
* Initiates, processes, monitors, and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
* Enters, maintains administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
* Reviews entitlements-related claims and reports.
* Provides assistance and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
* Maintains and reviews organizational staffing tables.

Budget and Finance
* Support in monitoring status of expenditures and allotments through UMOJA/IPMR/BI, records variations, updates budget tables.
* Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
* Reviews status of relevant expenditures and compares with approved budget.
* Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
* Assists in the preparation of budget performance submissions.
* Support in Preparing statistical tables and standard financial reports.

General Administration
* Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
* Drafts routine correspondence.
* Maintains files of rules, regulations, administrative instructions, and other related documentation.
* Maintains up-to-date work unit files (both paper and electronic).
* Coordinates extensively with programme units and liaises frequently with internal team members both at Headquarters and in the country office.
* Performs other related administrative duties, as required, e.g., LVA procurements, operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
Qualifications/special skills
A High School Diploma with a minimum of ‎6 years of work experience in Business
or Public Administration, Economics, Finance and Social Science or any other
related field is required. A first-level university degree in combination with
three (‎3) additional years of qualifying work experience may be accepted in
lieu of the High School Diploma.

‎6 years of experience in administrative services, Finance, Accounting, Audit,
Human Resources or related area is required

Working with international organizations is preferable.
Languages
Fluency in both oral and written Arabic with working knowledge of English is
required.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT
PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED
NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.