Executive Associate to the Regional Representative,
UNODC,
Cairo, Egypt
Deadline 21 Oct 2017
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Job code title: Executive Associate to the Regional Representative Pre-classified Grade: ICS-6 Supervisor: Regional Representative
1. Organizes the Regional Representative’s agenda and schedule, focusing on achievement of the following results: Placing and screening telephone calls and mails, answering to queries prudently, maintaining and scheduling appointments for one’s own work and for the Regional Representative; Receiving guests and directing them to the Regional Representative; Preparing and drafting correspondence in English and/or Arabic; Managing all incoming/outgoing correspondence and their distribution to the staff members concerned located in ROMENA or in its Programme Offices in the region; Maintaining digital and paper archives in a clear and orderly manner; Administering and updating the directory of contacts within ministries and diplomatic corps within the region, as well as in the Office contacts database. 2 2. Supervise the work of drivers and clerical and support staff within the office of the Regional Representative, focusing on achievement of the following results: Managing the time table of the UNODC drivers in Egypt and acting as person of contact for all transportation queries requiring an office driver; Supervising the office messenger and ensure that paper archives are complete, well organized and safe; Timely addressing any issues in relation to the work of the drivers and the messenger, when required. 3. Acts as coordinator for the consolidation of selected documents, focusing on achievement of the following results: When required, acting as focal point for compiling inputs/documents from UNODC staff to prepare briefing packages for the Regional Representative; Collecting input from UNODC staff to update staff security lists and any other documents required by the UN Department of Security and Safety; Proper control of the supporting documents for payments and financial reports for all UNODC projects in the MENA region; preparation of all types of vouchers; and payments execution. 4. Undertakes selected central administrative and financial functions, focusing on achievement of the following results: Timely order of all stationary supplies for the office in Cairo, including the preparation of requests for quotations, receiving offers, organizing selection panels, and following up with the Units concerned for timely payment; Maintaining up to date the log book for office stationary and paper supply; Centralizing requests for express mail services, and undertaking all the necessary follow-up for timely payment of those services; Acting as focal point for the collection of information and payments to all travel agents in the MENA region, based on inputs from project teams, and documents provided by travel agents and Headquarters sections, and following up on remarks and requests for modifications; Supporting the Human Resources Associate in the logistical aspects pertaining to the arrival of new international staff in Egypt; Performing any other duties, as requested by the Regional Representative.