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.Under the guidance and supervision of the Operations Manager, the Operations Associate provides ensures effective and efficient functioning of the Operations Manager’s office, management of information flow and follow-up on deadlines and commitments made, maintenance of protocol procedures and full confidentiality in all aspects of assignments.
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.
Duties and Responsibilities - 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: The Operations Associate will report directly to the Operations Manager.
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
Cross-Functional & Technical competencies
Thematic Area Name Definition External Relations & Advocacy Public relations Ability to build and maintain an overall positive public image for the organization, its mandate and its brand, while ensuring that individual campaigns and other communications and advocacy initiatives are supported in reaching the public
Business Direction & Strategy Business Acumen Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks
Business Management Customer Satisfaction/Client Management Ability to respond timely appropriately and with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add Value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Administration & Operations Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
Administration & Operations Events management (including retreats, trainings and meetings)
Ability to manage events, including venue
identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Required Skills and Experience Education: - 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.
Experience: - Minimum of 6 years (with secondary education) or 3 years (with university degree) in administration or similar positions, at the national or international level.
Required skills:
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Desired skills in addition to the competencies covered in the Competencies section:
- 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.
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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