The TOKTEN Operations Assistant is a core position in the Full-fledged National TOKTEN Project Team as a member of the Project Support Role. The incumbent provides project administrative and management support to the TOKTEN Project Manager regarding project finance, logistics arrangements and procurement, management of project filling system, management of contract, welfare and security of TOKTEN Volunteers. The service of the incumbent is essential for project implementation by the Regional Project Team.

Duties and responsibilities: The National TOKTEN Operations Assistant will perform the following functions: i. Administrative and Financial Functions: • Functions as liaison person between the TOKTEN Project, concerned UNDP programs/projects, other project partners and the TOKTEN Volunteers to maintain a closer contact regarding the project matters; • Maintains the personal files of all TOKTEN Volunteers recruited under the project, ensuring that all official information and reports are properly kept and matters requiring further actions by concerned project officials are brought to their notice; • Helps prepare contractual agreement letters for recruited TOKTEN Volunteers, keeps records of all serving Volunteers and supports Project Manager/Coordinator to carry out follow up actions on post extensions, renewals, and replacements; • Supports TOKTEN volunteers claim their medical insurance from the company and maintains the inventory of such claims made by the Volunteers • Process, in ATLAS, payments of entitlements of TOKTEN Volunteers, and other costs incurred on the TOKTEN Project with approval of appropriate authorizing officer • Support TOKTEN Project Manager and National Project Coordinator (s) in preparing pre-assessment and in-country orientation for TOKTEN Volunteers. ii. Logistical Support Functions: • Provides logistical supports to arriving TOKTEN Volunteers (Airport pickup, accommodation, and exit arrangement upon completion of their assignment etc); • Assist TOKTEN Volunteers in processing required government documents for their entry, stay and exit from the country; • Help open bank account for the TOKTEN Volunteers; • In consultation with the TOKTEN Project Manager/Project Coordinators prepare in-country travel authorizations for the TOKTEN Volunteers if they are required to do so as part of assignment; • Support in providing Pre-assignment Briefing and In-country Briefing/Debriefing for TOKTEN Volunteers. • Perform other duties that may arise from consultative review of this job description by UNDP Sudan.

Qualifications and essential professional competence: • Secondary School Education. A university Degree in Social Science/Finance/Business Administration is preferable. Strong professional background in office management; and • 3 to 5 years of relevant experience in personal/financial administration in a reputed organization preferably in UN agencies is desirable. Personnel Characteristics: • Excellent interpersonal skills and multi-cultural experience. • Ability to work in a team; • Result-oriented and ability to work under stressful condition. • Ability to work effectively and independently, with minimal supervision, for meeting datelines. Language Proficiency: Fluency in English and Arabic is essential.

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