Operations Support & Event management National Consultant Job Description

• Level: Consultant
• Contract Type: Consultancy
• Closing date: 22 April 2024 12:00 AM (Africa/Cairo)
• Duty station: Cairo, Egypt
• Initial Contract Duration: 4 Months

Purpose of constancy:

Purpose of constancy:

The consultant will perform temporary administrative & operational support to ensure effective and efficient service delivery within the office, as appropriate in the following activities:

Events & workshops Management:

● To provide an event administrative service for all units; recording event data, preparing letters & support with the RFQs and other correspondence, and assisting with event planning.
● Manage stock of events stationery and materials.
● Discuss with the ICT team on the needed tech setup included but not limited to (Internet connections, screen size, Audio & Video setup..etc)
● Support in Launching the RFQ with the potential hotels, do the evaluation and create the NTF sharing it with the requester.
● Support in managing the rooming list (can be a live document) and other logistical arrangements with the hotel and the participants.
● Support sending invitations letters, drafting the agenda, visas, info note. etc.
● Coordinate the travel for the workshop participants with support of ASRO travel focal point.

Administration services:

● Receive, screen and log correspondence, bills, requests etc, and forward to the appropriate related operation staff (logistics/IT/Travel/Procurement/Office maintenance … etc) ; maintain a log/tracking sheet in system and follow up to ensure that replies are timely or that action is taken with the established deadline;
● Follow up on payment checklist, and all other proper supportive documents and ensure the timely and accuracy completion for payment submission;
● Maintain relevant internal databases and files; keep track of contractual agreements; Verify claims for accuracy and conformance with procurement rules and regulations;
● Support in managing the deliveries by suppliers and agencies; monitor and assess quality, quantity and accuracies of the received goods;
● Raise requisitions on the system for operations requests and follow up for approvals when needed;
● Support any issues related to ASRO office in terms of required repairs, maintenance, and office cleanliness and supervise cleaners daily work;
● Support with the leave monitoring in ASRO in coordination with the Admin. Assistant, keep good tracking of all leaves, flexi working arrangements & report on a monthly basis.
● Assist in the asset verification , and apply the necessary steps to ensure proper and accurate asset situation on Quantum.
● Perform any other duties, as may be assigned;

You will report to the Admin & Procurement Associate.

Qualifications and Experience:

Education:

Completion of secondary school with additional training/studies in business administration, public administration or related field. Bachelors’ degree in one of these fields is desirable.
Experience and skills:

• Five years of relevant administrative experience;
• Experience with Event management is recommended
• Prior UN administrative experience is an asset
• Proficiency in MS office software applications
• Knowledge of Quantum or other ERP system is highly desirable.

Languages:

• Fluency in oral and written English and Arabic.

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA’s workforce – click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

You will report to the Admin & Procurement Associate.

Qualifications and Experience:

Education:

Completion of secondary school with additional training/studies in business administration, public administration or related field. Bachelors’ degree in one of these fields is desirable.
Experience and skills:

• Five years of relevant administrative experience;
• Experience with Event management is recommended
• Prior UN administrative experience is an asset
• Proficiency in MS office software applications
• Knowledge of Quantum or other ERP system is highly desirable.

Languages:

• Fluency in oral and written English and Arabic.

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other under represented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA’s workforce – click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.