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Vacancy Announcement No: 23-2012

Job Title: Admin Clerk
Section/Unite: Operations
Grade Level: GS 4
Supervisor: Admin Associate
No. of Post: 1
Duty Station: Khartoum
Duration: 1 year initially
Closing Date: 30 Oct 2012

  Background:

ORGANIZATIONALCONTEXT: Under the guidance and supervision of the Administrative Associate, the Admin Clerk supports the provision of administrative services ensuring high quality, accuracy and consistency of work in line with UNFPA financial rules and regulations.


  Duties and responsibilities:

Protocol support: As a member of the Operations Unit, ensures that all MFA correspondence are relayed and addressed in a timely and effective manner. Processes all upon arrival entry visas for incoming staff and missions to the CO are properly applied for and obtained. Processes all registration, stay permits and re-entry visas for UNFPA international staff. Processes and obtains entry visas from embassies in Sudan for UNFPA staff. Processes and obtains all necessary government permits and licenses for the UNFPA. Processes and obtains all UNFPA registrations of vehicles in coordination with transport section in the Operation Unit from the MFA. Processes and applies for VAT and other taxes refunds through the MFA, ministry of finance and taxation authorities. Processes and obtains the request for Khartoum airport VIP room for the Representative and high ranking UNFPA officials. Process the issuance of UNLPs for UNFPA staff and corresponds with the UNDP HQ on UNLPs matters. Processes all UNLP renewals after verifying the completion of all necessary documentations. Other protocol related activities. Logistics support: Receipt of shipments, customs clearance arrangements, preparation of documents for UNFPA shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance. Arrangement of travel and hotel reservations, preparation of travel authorizations. Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government. Administrative support to organization of conferences, workshops, retreats. Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP. Extracting, inputting, copying and filing data from various sources. Maintenance of files in Administrative Section. Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans. Coordinates transportation arrangements for official missions inside Sudan. Receives and processes requests for booking of domestic flights for official missions. Receives and processes Security Clearances for official missions inside Sudan. Other logistic and administrative related activities. Procurement: Performs minor procurement of goods and services. Asset Management: Collection of information on assets management, maintenance of records and files on assets management. Maintenance of files and records relevant to office maintenance.
 
Minimum Qualification, Skills and Experience Required:

Academic Requirements: Secondary education with Bachelor Degree in relevant field as an advantage. Experience: 3 years of relevant administrative/protocol/logistics experience preferably with UN organizations and/or other international organizations. Languages: Fluency in oral and written English and Arabic. Computer skills Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

CORE COMPETENCIES: Integrity/Commitment to UNFPA's Mandate/Value diversity Performance Management Working in teams Self-management/Emotional intelligence Communicating information and ideas Appropriate and transparent Decision Making Analytical and Strategic Thinking/Commitment to Excellence Knowledge Sharing/Continuous learning FUNCTIONAL COMPETENCIES: Business Acumen Data management and logistical support Managing documents, correspondence and reports Managing information and workflow Planning, organizing and multi-tasking Client orientation and organizational awareness Job knowledge / technical expertise UNFPA offers an attractive compensation package commensurate with experience. Interested applicants should submit their CVs and Personal History forms with photocopies of certificates to the UNFPA (United Nations Population Fund) Operations Manager Officer, UNFPA House, Manshia, Block # 1/S, House No. 386, P.O. Box 913, Khartoum, Sudan, email: bushra@unfpa.org, www.sudanjob.net. Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.

UNFPA offers an attractive compensation package commensurate with experience


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