Administrative Assistant/Protocol

UNFPA is the lead UN agency working to achieve a world where every pregnancy is wanted, every childbirth is safe, and every young person’s potential is realized. The UN Volunteer will support the UNFPA Sudan Country Office.
Under the direct supervision of the Administrative Analyst, the Administrative Assistant/Protocol will support the implementation of UNFPA Sudan’s Operations, and the role also involves provision of administrative services ensuring high quality, accuracy and consistency of work in line with UNFPA rules and regulations.

Additional Information:

National UN Specialist Volunteers in Sudan are entitled to:
- Monthly Volunteer Living allowance (VLA) at amount of 1,597.25 USD.
- danger and Hardship Differential DHD: 575. USD.
- Annual and learning leaves.
- Free Medical and life insurance.
- Free access to different learning platforms.

Protocol and Relations with Other UN Agencies:
• Processing and follow-up to obtain entry visas, work/stay permits, and registration for international staff and their dependents and visitors, ensuring that all staff have valid stay permits.
• Issuance and renewal of diplomatic cards, driving licenses, and VIP bookings for the Representative and international staff as required.
• Processes and obtains all necessary government permits and licenses for the United Nations Population Fund (UNFPA).
• Ensures timely processing of travel permits for vehicle missions, including travelers who are national and international staff, through local authorities and the Humanitarian Aid Commission (HAC).
Support Temporary - Port Sudan Premises and Guest House:
• Manage UNFPA guesthouse and accommodation in Port Sudan (booking & billing, cleaning, housekeeping, furnishing).
• Submit guesthouse payment information per guest to the Finance team for payroll each month in coordination with the Administrative Analyst.
• Timely processing of payments related to general services and maintenance such as repairs, electricity, rent, tap water, stationery, drinking water for premises, and office supplies to ensure continuity of services.
• Prepare comprehensive and accurate monthly data entry and periodic guesthouse management reports for review.
• Respond to all requests for maintenance and repair works in a timely manner; supervise and support personnel involved.
Administrative Routine Tasks:
• Ensure invoices are well supported and prepare payment requests to be submitted to the Finance Section, including requisition creation and purchase orders in the system.
• Timely processing of staff mobile allowance payments and reconciliation, distribution to staff, and preparation for postpaid lines reconciliation by staff.
• Support organization of conferences, workshops, and retreats.
• Process shopping procurement requests for goods and services, ensuring transparency, in coordination with the Administrative Analyst.
• Prepare overtime records for all staff and ensure all needed supporting documents are properly filed.
• Maintain the filing system through iDocs documentation.
• Supervise administrative and clerical staff as required.
Vehicle Services:
• Support and coordinate daily vehicle transportation for staff and official missions within Sudan in coordination with the Administrative Analyst.
• Coordinate and implement regular and preventive vehicle maintenance; update vehicle records, logs, and service history; and prepare annual history reports.
• Ensure readiness of vehicles and availability of safety equipment (first aid kits, fire extinguishers, and other safety items).
• Process and obtain UNFPA vehicle annual registrations in coordination with the Administrative Analyst and the Ministry of Foreign Affairs (MOFA).
• Ensure, in coordination with drivers, accurate recording of daily vehicle logs and fuel consumption; monitor and track fuel availability in liaison with the Administrative Analyst.
• Process payments related to vehicle leasing in accordance with established procedures and contractual agreements.
Carries out any other duties as may be required by the Head of the Administration Section or the International Operations Manager.