Administration Senior Assistant

Organizational Context

The Horn of Africa Multi-Country Office (HAMCO) of UNOPS, based in Addis Ababa, delivers project management, procurement, and infrastructure services across Djibouti, Ethiopia, South Sudan, and Sudan. It focuses on health, agriculture, and economic development, particularly in underserved and conflict-affected regions. UNOPS Sudan, established in 2005, supports humanitarian, recovery, and sustainable development efforts, enhancing access to water and health services, with specific initiatives in Kassala state to expand diagnostic capacity and upgrade healthcare infrastructure.

Job Purpose

The Administration Senior Assistant plays a crucial role in ensuring the smooth and efficient operation of the office by managing a variety of administrative processes. This position is responsible for maintaining accuracy, driving efficiency, and achieving high-quality outcomes in daily administrative tasks. The role contributes to the overall effectiveness of the project office by providing essential support in areas such as data management, travel coordination, logistics, and facilities oversight. By ensuring that administrative functions are performed diligently and in compliance with established procedures, the incumbent helps to facilitate the successful implementation of UNOPS projects and initiatives within Sudan, ultimately supporting community well-being and sustainable development goals.

Responsibilities

Provide comprehensive administrative support, including researching and retrieving statistical data, preparing reports, and tracking deadlines and commitments. Offer administrative assistance for conferences, workshops, and retreats, and compile information for audits. Manage petty cash transactions according to procedures. Process travel transactions, including authorizations, claims, visa requests, and other necessary documentation, ensuring compliance with UN regulations. Arrange travel logistics such as flights, hotel reservations, and airport pickups for personnel and visitors. Oversee shipments and customs clearance, preparing all required documentation. Maintain strong relationships with government ministries and provide staff with information on documentation requirements. Supervise transportation services, including vehicle maintenance and fuel monitoring, and investigate any incidents. Manage inventory and facilities, conducting physical checks, serving as stationery custodian, and reporting on maintenance needs and client satisfaction. Support knowledge-sharing initiatives related to administration, logistics, travel, and facilities management.

Work Experience

Required experience includes working in administration, logistics, operations, or related fields, along with proficiency in collaboration tools (e.g., MS Office, G-Suite) and web-based management systems. Experience in multicultural environments, UN system organizations, or in development/humanitarian contexts is desirable.

Skills

Communication, Data Analysis, Document Management, General Administration, Inventory Management, Logistics Management, Travel Management

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