Programme Administrative Associate

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 Communication Specialist, the Communication Officer will support the implementation of UNFPA Sudan’s communication strategy and ensure donor visibility. The role also involves amplifying the voices of women and girls through compelling media products and human-interest stories, as well as ensuring consistent branding and effective coordination with implementing partners.

• Provide day-to-day administrative and logistical support to programme teams, including travel arrangements, event coordination, and procurement requests.
• Assist in tracking programme implementation activities, ensuring timely follow-up on deliverables, reports, and field missions.
• Support the preparation of requisitions, follow-up on payments, maintain financial records, and assist with human resources (HR)-related actions (e.g., contract extensions, onboarding support).
• Maintain organized files for programme activities, partner agreements, and project documents, ensuring accessibility and compliance with audit requirements.
• Liaise with implementing partners for administrative needs, including agreement processing, reporting timelines, and logistical support.
• Assist in collecting and consolidating data for programme reports, monitoring tools, and donor submissions.
• Support asset tracking and supply follow-up in coordination with Supply Chain and Logistics teams.
• Act as a point of contact between programme staff and Operations (Finance, HR, Procurement), facilitating smooth coordination and problem-solving.
• Examine and process payroll entitlements and submit to United Nations Development Programme (UNDP ) on a timely basis, including ensuring that overtime calculations are submitted and approved.
• Support the different units with the hiring and onboarding of consultants according to the United Nations Population Fund (UNFPA ) rules and procedures, ensuring consultant policies are observed.
• Review and monitor charges for common services and cost recovery, taking into account maximum cost efficiency; represent UNFPA's interests in financial negotiations and agreements.
• Develop and maintain tools and mechanisms for efficient monitoring of programme and project budgets.
• Follow up with UNDP on payment processing, forecast submissions, and clearance of outstanding debit notes.
• Facilitate payroll-related tasks, including overtime and danger pay calculations for national and international staff.
• Monitor petty cash account and conduct surprise cash counts for custodians; monitor the fuel account and ensure balance reconciliation.
• Conduct spot checks and field monitoring visits to implementing partners, assessing financial records and compliance.
• Assist in preparing training materials and participate in capacity-building sessions for implementing partners.
• Conduct audit preparation for implementing partners and ensure effective internal control systems are in place and followed.
• Provide support during audits, including compiling required documents and responding to audit queries.
• Supervise administrative and clerical staff as required.
• Perform any other duties as assigned by the supervisor.