United Nations Human Settlements Programme

1 Ismail Abaza st. Qasr El Eny, Cairo, Egypt

Telephone: + 2 (02) 27923086
Unhabitat.cairo@unhabitat.org www.unhabitat .org

VACANCY ANNOUNCEMENT
Issued on: 1 June 2016
ORGANIZATIONAL LOCATION:
DUTY STATION:
FUNCTIONAL TITLE:
GRADE:
POST DURATION
CLOSING DATE:

UN-HABITAT Country Office

Cairo, Egypt
Admin Assistant
Fixed Term Appointment- GS-5
one year
15 June 2016

Organizational Setting and Reporting Relationships:

Under the direct supervision of the National Management Officer and overall supervision of the
Programme Manager; the incumbent is expected to carry out duties related to Programme Administration
and cashier functions.
Duties and Responsibilities;
Administrative functions

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 service units and liaises frequently with internal team members both
at Headquarters and in the field.
Coordinate and facilitate communication between the Project Office and the Partners.
Arrange appointments and schedule meetings/workshops inside and outside the office; screen
telephone calls and answer queries with discretion.
Act as the leave monitor for the office, maintain all leave records, and ensure that staff prepare
their leave requests prior to their departure from the office.
Arrange staff official travel: prepare travel authorization (TA) flights and hotel reservations, ensure
that staff travelling on official missions are Security Cleared prior to their departures, and ensure
that all domestic travels are (MOSS). Assist the staff in the completion of their travel claims forms
upon completion of the missions.
As required, type (English Arabic), compile data, draft and edit official correspondence,
presentations, various documents and reports.
Supervise the drivers and office helper.
Ensure that all UN-Habitat and Partners vehicles (under custody) are properly and promptly
insured and well covered under the insurance policies. Liaise with the local insurance companies to
determine the best value for money.
Perform other duties as assigned.

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Budget and Finance

Monitors status of expenditures and allotments through Umoja, 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.
Prepares statistical tables and standard financial reports.

Human Resources Management

Initiates, processes, monitors, reviews and follows-up on actions related to the administration of
the units human resource activities, e.g., recruitment, placement, relocation, promotion,
performance appraisal, job classification reviews, separation, training etc., ensuring consistency in
the application of regulations and procedures.
Enters, maintains and certifies administrative data and records for time and attendance,
performance appraisal, etc. in electronic information systems.
Reviews entitlements-related claims and reports.
Provides advice 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; prints and reviews Umoja reports.

Work implies frequent interaction with the following:

Staff within work unit. Staff/clients in Department

Administrative; and programme.
Results Expected:

Independently applies extensive administrative knowledge and experience across a wide range of
Administrative; procurement and cashier resources, of the PMO Unit.
Competencies:

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work

programme, human resources, database management, etc. Ability to apply knowledge of various
United Nations administrative, financial and human resources rules and regulations in work
situations. Shows pride in work and in achievements; demonstrates professional competence and
mastery of subject matter; is conscientious and efficient in meeting commitments, observing
deadlines and achieving results; is motivated by professional rather than personal concerns; shows
persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets

messages from others and responds appropriately; asks questions to clarify, and exhibits interest in
having two-way communication; tailors language, tone, style and format to match audience;
demonstrates openness in sharing information and keeping people informed.

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Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by

genuinely valuing others ideas and expertise; is willing to learn from others; places team agenda
before personal agenda; supports and acts in accordance with final group decision, even when such
decisions may not entirely reflect own position; shares credit for team accomplishments and accepts
joint responsibility for team shortcomings.

Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies

priority activities and assignments; adjusts priorities as required; allocates appropriate amount of
time and resources for completing work; foresees risks and allows for contingencies when planning;
monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs

for which one has responsibility within prescribed time, cost and quality standards; operates in
compliance with organizational regulations and rules; supports subordinates, provides oversight and
takes responsibility for delegated assignments; takes personal responsibility for his/her own
shortcomings and those of the work unit, where applicable.

Creativity: Actively seeks to improve programmes or services; offers new and different options to

solve problems or meet client needs; promotes and persuades others to consider new ideas; takes
calculated risks on new and unusual ideas; thinks outside the box; takes an interest in new ideas
and new ways of doing things; is not bound by current thinking or traditional approaches.

Client Orientation: Considers all those to whom services are provided to be clients and seeks to

see things from clients point of view; establishes and maintains productive partnerships with clients
by gaining their trust and respect; identifies clients needs and matches them to appropriate solutions;
monitors ongoing developments inside and outside the clients environment to keep informed and
anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for
delivery of products or services to client.

Commitment to Continuous Learning: Keeps abreast of new developments in own

occupation/profession; actively seeks to develop oneself professionally and personally; contributes to

the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback
to learn and improve.

Technological Awareness: Keeps abreast of available technology; understands applicability and

limitation of technology to the work of the office; actively seeks to apply technology to appropriate
tasks; shows willingness to learn new technology.

Education:

Experience: Four to Five years of relevant progressively responsible professional experience in

University degree in business administration, economics, human resources or related

disciplines, Supplementary training in administration, secretarial duties, finance or related studies
desirable.

the administration of projects, including on human resources, financial management, procurement

or related areas is required. Preferably UN and INGOs experience.

Language: English and Arabic are the working languages of UN-HABITAT Cairo Egypt. For the

post advertised, fluency in oral and written English and Arabic is required. Knowledge of another
official United Nations language is an advantage.
.

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Interested candidates should submit their Resume and duly filled P.11 form* for the position to:
UN-HABITAT Egypt Office
Email: : Vacancies.Egypt@unhabitat.org
Deadline for applications: 15th of June 2016
NB: Please refer to the title of the position In the e-mail subject
*P.11 form can be downloaded through:
http://www.eg.undp.org/content/dam/egypt/docs/Vacancies/P11form.doc
Only short-listed candidates will be contacted