UN COORDINATION ASSOCIATE JOB IN EGYPT

Application Deadline :01-Nov-11

Background

Under the guidance and direct supervision of the Head, UN Coordination Office, the incumbent is responsible for the provision of support for the implementation of the activities, portfolios and tasks related to the coordination of the UN activities and the Development Partners Group.  He/she provides routine substantive and administrative support to the UN Coordination Office to ensure timely and efficient response to queries. The UN Coordination Associate works in close collaboration with the Head of the UN Coordination Office, with UNCT members, programme and operations teams of the UN Agencies, UNDOCO staff and government officials, technical advisors and experts, multi-lateral and bilateral donors and civil society ensuring successful implementation of the UNCT activities.

Duties and Responsibilities

I.     Ensures effective administrative and logistic support to the UN Country and Regional Team: Provides administrative and logistic support to the successful functioning of the interagency meetings and fora.  Support organization of UNCT retreats, prepares the logistics (transportation and accommodation reservations) and attends retreat, providing requested support. Provides support and contributes to the implementation of the activities of the RC work-plan. Coordinates with other agencies in following up on UNCT decisions. Participates and contributes to the preparation of events, seminars, conference and workshops. Support the coordination of the preparation of the CCA and UNDAF in cooperation with the direct supervisor. Monitoring and provision of assistance to inter-agency working groups and committees. II.     Ensures effective administrative and logistic support to Development Partners Group: Provides operational support to the DPG, organizing events (DPG retreat and DPG field visits) and all necessary logistics (transportation and accommodation reservations). Provides quality support services to the DPG monthly meetings, dissemination of documents and information. Follow up with DPG subgroups on their activities and meetings, as requested. III.     Ensures effective administrative and logistic support to incoming missions and workshops: Arranges programmes of visits and meetings for missions and supplies them with necessary documentation. Liaises with UNDP Finance and Operations Units on matters related to human resources, budget, equipment, finance, contracts, logistics and general administration support. Provides administrative and logistic support for international, regional and local conferences and seminars. IV.    Ensures effective support to UN Coordination Office: Monitoring of the RC funds expenditures and preparation of reports for UNCT. Preparation of required budget revisions. Monitors UNCO expenditures (checking monthly expenditures, income, balance) and verifies availability of funds for activities. As well as prepare budget revision for the RC project using UNDP ATLAS system. Proper control of the supporting documents for payment from the Support to the Resident Coordination (SRC) fund and other funds for UNCT activities. Follow-up on cost sharing agreements with UNCT and DPG. Supports preparation and implementation of the RC Work-plan and report. Follows up on contract procedures, including implementation procurement processes and providing oversight to contract implementation; certifies payments. Maintain annual leave records, processes and updates unit’s monthly leave status.- Briefs, when necessary, UN Agencies, DPG members, Government and other interested parties on issues related to UNCO. V.     Ensures the effective support to establishing UN Common Premises and Common Services focusing on achievement of the following results: Attends meetings of the Operations Management Team and possible subgroups on common services Attends inter-agency meetings on common premises, providing feedback and follows up as necessary. Follows up regularly with UN Agencies in determining agency needs and space requirements in possible new common premises.

Competencies

Functional Competencies: Advocacy/Advancing a Policy-Oriented Agenda (For UN Coordination). Level 1.1: Support the preparation of information for advocacy: Identifies relevant information for advocacy for a variety of audiences. Makes research of contacts in the media, government, private sector, donors, other agencies, civil society in other stakeholders for UN’s advocacy efforts. Results-Based Programme Development and Management (For UN Coordination)Level 1.1: Contributing to results through provision of information: Provides information and documentation on specific stages of projects/programme implementation. Provides background information to identify opportunities for project development and helps drafting proposals. Participates in the formulation of project proposals. Building Strategic Partnerships (For UN Coordination)Level 1.1: Maintaining information and databases:  Analyzes general information and selects materials in support of partnership building initiatives. Maintains databases of donor information.  Tracks and reports on mobilized resources. Innovation and Marketing New Approaches (For UN Coordination) Level 1.1: Implementing processes and uses products: Documents and tracks innovative strategies/best practices/new approaches. Tracks bottlenecks, problems and issues, and proposes solutions. Responds positively to new approaches. Resource Mobilization (For UN Coordination) Level 1.1: Providing information and documentation to resource mobilization: Collects information on resource mobilization and utilization, drafts reports and documents and maintains information/databases on potential and actual donors and donor funded projects Records information on donor contributions/funding in a timely, organized and accessible manner. Promoting Organizational Learning and Knowledge Sharing (For UN Coordination) Level 1.1: Basic research and analysis: Researches best practices and poses new, more effective ways of doing things. Documents innovative strategies and new approaches. Identifies and communicates opportunities to promote learning and knowledge sharing. Develops awareness of the various internal/external learning and knowledge-sharing resources. Job Knowledge/Technical Expertise (For UNDP and UN Coordination) Level 1.1: Fundamental knowledge of processes, methods and procedures: Understands the main processes and methods of work regarding to the position. Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks. Strives to keep job knowledge up-to-date through self-directed study and other means of learning. Demonstrates good knowledge of information technology and applies it in work assignments. Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools and  these regularly in work assignments. Global Leadership and Advocacy for UNDP’s Goals (For UN Coordination) Level 1.1: Research and analysis: Identifies relevant information for advocacy for UN’s goals for a variety of audiences. Maintains a network of contacts in the media and civil society, for use in UN’s advocacy efforts. Support the identification of opportunities for advocating for UN’s mandate. Client Orientation Level 1.1: Maintains effective client relationships: Reports to internal and external clients in a timely and appropriate fashion. Organizes and prioritizes work schedule to meet client needs and deadlines. Establishes, builds and sustains effective relationships within the work unit and with internal and external clients. Responds to client needs promptly. Core Competencies: Demonstrating/safeguarding ethics and integrity.  Demonstrate corporate knowledge and sound judgment. Self-development, initiative-taking. Acting as a team player and facilitating team work. Facilitating and encouraging open communication in the team, communicating effectively . Creating synergies through self-control. Managing conflict. Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member. Informed and transparent decision making.

Required Skills and Experience

Education: Secondary Education. University Degree or equivalent in Economics, Social Sciences, International Relations, Political Sciences or related field would be desirable, but it is not a requirement. Experience: Minimum 7 years of progressively responsible administrative or programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems. Language Requirements: Fluency in written and spoken Arabic and English. TO APPLY: http://goo.gl/9IhPX