Programme Administrative Associate
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. In Sudan, UNFPA supports these goals by focusing on the health of women and girls, preventing gender-based violence, and promoting youth policies. The UN Volunteer will support the UNFPA Sudan Country Office's communication strategy and donor visibility efforts.
Job Purpose
The Programme Administrative Associate will provide essential day-to-day administrative and logistical support to the UNFPA Sudan Country Office programme teams. This role is crucial for ensuring the smooth implementation of UNFPA's communication strategy and enhancing donor visibility. The associate will assist with a range of tasks including travel arrangements, event coordination, procurement, financial record-keeping, and HR-related actions. By maintaining organized files, liaising with partners, and facilitating coordination between programme and operations units, the position directly contributes to the effective delivery of UNFPA's mandate in Sudan, particularly in amplifying the voices of women and girls.
Responsibilities
Provide comprehensive administrative and logistical support to programme teams, including managing travel arrangements, coordinating events, and processing procurement requests. Assist in tracking programme implementation, ensuring timely follow-up on deliverables, reports, and field missions. Support financial administration by preparing requisitions, processing payments, maintaining financial records, and monitoring budgets. Facilitate HR processes such as consultant onboarding and contract extensions, adhering to UNFPA rules. Maintain organized programme and partner documentation for accessibility and compliance. Liaise with implementing partners on administrative matters, agreement processing, and reporting. Collect and consolidate data for programme reports and donor submissions. Support asset and supply chain coordination. Act as a liaison between programme staff and Operations units (Finance, HR, Procurement) to resolve issues. Process payroll entitlements and ensure timely submission to UNDP. Conduct spot checks and field monitoring of partners' financial records and compliance. Assist in preparing training materials and support capacity-building for partners. Prepare for and support audits. Supervise administrative staff as needed.
Work Experience
A minimum of three years of relevant experience in administration, finance, or office management is required. Experience with office software, web-based management, and ERP financial systems is beneficial. Knowledge of administrative best practices in a multicultural environment is expected. Affinity with gender equality, women's rights, and volunteerism is desirable.
Skills
Core competencies include achieving results, accountability, developing professional expertise, analytical and strategic thinking, teamwork, and effective communication. Functional competencies involve managing financial resources, procurement services, and facilities/asset management. Key skills include strong administrative and organizational abilities, proficiency in MS Office applications, excellent interpersonal skills, cultural sensitivity, and the ability to work collaboratively. Values such as integrity, commitment to UNFPA and the UN system, embracing cultural diversity, and adaptability are essential.