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Job Description
The position will be closed on Friday, March 12, 2021
Job Summary:
The Technical Assistant is a full-time position based in the Cairo office. S/he will provide technical and logistical support to the Senior Technical Service Delivery Unit Director and other team members reporting to the Senior Technical Service Delivery Unit Director, including organizing central meetings, taking minutes, translating documents, preparing presentations, and preparing reports and formatting documents. The Technical Assistant will collaborate closely with the other staff to ensure smooth operations in the Senior Technical Service Delivery (SD) unit. S/he will report to the Senior Technical Service Delivery Unit Director.
Primary Responsibilities and Duties:
- Support the Senior Technical Service Delivery (SD) unit in monitoring and tracking work plan progress in implementing activities.
- Receive, translate and review unit team members’ technical reports before sharing with COP, DCOP and other units.
- Manage the payment requests of all SD Unit Consultants’ with the finance department and handle all the communication regarding deliverables.
- Manage the SD Unit Chronological data library including all the manuals and deliverables since the start of the unit.
- Effective archiving and documentation of SD reports, material and manuals among internal and external stakeholders (e.g., monthly internal meetings, face-to-face dialogues, success stories, newsletters, summaries, videos, infographics, workshops, meetings, lectures, briefs, policy papers, press events, etc.).
- Pro-active planning, monitoring and evaluation of activities indicators and results through understanding the main principles of M&E role in the management of the SD Unit activities to proactively anticipate delays or problems and suggest proper solutions.
- Thorough follow-up of policies, procedures and compliance guidelines to ensure the timely support to unit's activities from other support functions.
- Follow up on SD unit team members on reporting and other deliverables to ensure they are ready on time.
- Standardize reporting system with the Ministry of Health and Population/Family Planning Sector and National Population Council and ensure two-way communication related to program implementation in collaboration with the designated SEFPP contact person with each partner.
- Utilize the Click-Up management software program as a management tool for appropriate functions and activities.
- Track and follow up on outstanding issues or projects, ensuring they are addressed and resolved in an accurate and timely manner.
- Organize central level appointments and accurate recording of meeting minutes, ensuring timely distribution of relevant documents for meetings.
- Prepare and collate periodic reports as required.
- Draft and administer official correspondence for the SD unit.
- Assist the SD unit to ensure that program data are shared appropriately with stakeholders.
- Assist the creation and management of a detailed program knowledge management system, ensuring full integration with other relevant knowledge management platforms.
- Carry out other duties as assigned by Senior Technical Service Delivery Unit Director.
Job Requirements
- University Degree in any discipline.
- Minimum five years of experience in Executive level administration.
- Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
- Demonstrated attention to details, ability to implement procedures, meet deadlines and work independently and cooperatively with team members.
- Ability to take initiatives and manage activities in a team setting with minimal supervision.
- Strong time management/task prioritization skills, and workload management; ability to deliver on commitments.
- Excellent oral and written communication skills in English and Arabic.
- Extensive knowledge of Microsoft Excel, Microsoft Word, PowerPoint and Access.
- Ability to conceptualize, write, and edit technical content.
- Familiarity with program management tools.
