Administrative Associate

Organizational Context

The World Health Organization (WHO) Country Office in Sudan requires an Administrative Associate to support its operations. This role is crucial for ensuring the effective delivery of operational support services, including procurement, finance, human resources, travel, and logistics. The incumbent will work under the Senior Operations Officer, collaborating with country and regional office staff to facilitate programme implementation and maintain operational continuity.

Job Purpose

The Administrative Associate plays a pivotal role in supporting the WHO Country Office in Sudan by ensuring the seamless delivery of essential operational services. This includes managing and coordinating procurement, finance, human resources, travel, and general office administration. The role requires independent judgment in applying WHO policies and procedures to support programme implementation effectively. The incumbent will provide timely advice, propose solutions to operational challenges, and contribute to strengthening internal processes for enhanced efficiency and effectiveness. This position is vital for maintaining operational continuity, especially during peak periods or emergency situations, and for supporting the overall mandate of the Country Office.

Responsibilities

Key responsibilities include managing country office general emails and providing input to the Operations Officer on planning, resource allocation, financial management, HR, procurement, and administration. The role involves supporting budget monitoring, ensuring sufficient cash flow, and providing administrative support for project planning and development. Responsibilities extend to verifying obligating documents, coordinating mid-term reviews and end-of-biennium closure, and managing HR-administrative issues, including acting as Leave Administrator and handling protocol work for international staff. The incumbent will initiate and follow up on purchase requisitions, conduct market research, evaluate offers, and negotiate with local suppliers. They will also serve as the focal point for asset management, draft correspondence and reports, organize meetings, and participate in UN-related committees. Support for travel requests, grant LOA implementation, and drafting meeting minutes are also key duties, alongside supervising administrative processes and ensuring operational efficiency.

Work Experience

Essential: At least 8 years of progressively responsible experience in the administrative field. Desirable: Experience using Microsoft tools, experience in an international environment or institution, and relevant experience within WHO or the UN.

Skills

Strong organizational and office skills, including note-taking and minutes writing. Ability to work independently. Proficiency in various office and computer packages. Capacity to multitask and perform under pressure in a fast-paced environment. Emotional intelligence and interpersonal skills.

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