Administrative Assistant/Protocol
Organizational Context
UNFPA is the United Nations agency dedicated to sexual and reproductive health, aiming for a world where every pregnancy is wanted, every childbirth is safe, and every young person's potential is realized. The agency supports initiatives in over 150 countries, focusing on maternal health, family planning, gender-based violence prevention, and youth empowerment. The UN Volunteer will support the UNFPA Sudan Country Office, contributing to the implementation of its operations and administrative services.
Job Purpose
The Administrative Assistant/Protocol will provide essential administrative support to the UNFPA Sudan Country Office, ensuring the smooth implementation of operations. Under the direct supervision of the Administrative Analyst, this role is crucial for maintaining high quality, accuracy, and consistency in administrative services, adhering strictly to UNFPA rules and regulations. The position involves managing protocol-related tasks, supporting office premises and guest house operations, handling routine administrative duties, and coordinating vehicle services. The incumbent's contribution is vital for the efficient functioning of the UNFPA office in Port Sudan, facilitating program delivery and staff support in a challenging operational environment.
Responsibilities
The role encompasses several key areas of responsibility. In Protocol and Relations, the incumbent will process and follow up on entry visas, work/stay permits, and registrations for international staff and visitors, and issue/renew diplomatic cards and driving licenses. They will also obtain necessary government permits and licenses for UNFPA and process travel permits for vehicle missions. Support for Temporary Premises and Guest House involves managing accommodation in Port Sudan, including booking, billing, cleaning, and furnishing, and processing related payments. Administrative tasks include preparing payment requests, processing staff mobile allowance payments, supporting event organization, processing procurement requests, managing overtime records, and maintaining the filing system. Vehicle services include coordinating daily transportation, managing vehicle maintenance, ensuring vehicle readiness and safety equipment, processing annual registrations, and monitoring fuel consumption. The role may also involve supervising administrative staff.
Work Experience
A minimum of 1 month of required experience is stated, alongside a preference for 3 years of relevant administrative, procurement, protocol, or logistics experience, ideally with UN or international organizations. Proficiency in computer usage, including MS Word and Excel, and experience with web-based management systems are also necessary.
Skills
Key values include integrity, commitment to UNFPA and the UN system, embracing cultural diversity, and embracing change. Functional competencies involve managing organizational resources and developing ICT standards. Core competencies include achieving results, accountability, professional expertise, analytical and strategic thinking, teamwork, and effective communication. Expertise areas mentioned are Administration, Facilities Management, and Shelter.