UN Women Country Office in Sudan, focus on addressing issues of women's poverty, violence against women (VAW) and governance in post conflict situation and in peace through initiating and supporting mechanisms and processes that call for accountability of duty bearers to the principles of gender equality and women's Human rights; contributing to the increase of women's security in both the private and public sphere; and providing concrete support to women's organizations and networks.

Under the guidance and direct supervision of the Country Representative, the Administrative. Assistant ensures effective and efficient functioning of the Country Representative office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Admin. Assistant will perform secretarial and clerical duties in the office. The Admin. Assistant works in close collaboration with the Finance and Administration Associate and assists in HR functions and is a buyer in ATLAS.

1. Ensures effective and efficient functioning of the country office focusing on achievement of the following results:

• Maintenance of the Country Representative’s calendar, contacts with high-ranking visitors,   arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Maintenance of protocol procedures.
• Preparation of high quality briefing materials for supervisor for appointments, meetings, missions.
• Management of CR missions and representation schedule.
• Maintenance of roosters of high-level partners, consultants and telephone lists.
• Preparation of correspondence, directives, comments on behalf of CR for his/her signature and making follow-up when required.
• Receives requests from the staff members, prints and forwards to the Finance and Administrative Associate for checking before forwarding for approval to the CR.
• Follows up on the requests and scans the approvals to the Regional office.

2. Receptionist duties

•  Receive and route incoming mail. Arrange courier services.
• Screen and appropriately route telephone calls within the office. Receive and direct visitors to the office to the appropriate persons.
• Maintain log of incoming and outgoing mail file as appropriate

3. Ensures provision of effective communications support to the office focusing on achievement of the following results:

• Maintenance of the filing system, ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordination of the information flow in the office.
• Screening of all incoming calls and correspondence.

4. Human Resources

•  Prepare SSA Contracts and SSA Contract amendments.
• Management of personnel records.
• Monitor daily staff attendance, mission and leave plans

5. Logistics

•  Provides logistics support to the CR and other office staff. 
• Arrange for air ticket bookings and preparation of travel authorizations for both staff and participants sponsored by the office.
• Preparation of DSAs and air tickets for Staff.
• Follow up on protocol and immigration issues.  Ensures Note Verbales are prepared, visa forms and other supporting documents are provided.
• Procure venues for workshops, collect three quotations, preparation of analysis to ensure cost effectiveness.
• Support to workshops to ensure participants needs have been met and that workshops proceed smoothly.

Impact of Results

The key results have an impact on the efficiency of the Country office.  Accurate analysis and presentation of information strengthens the capacity of the Country office and promotes the image of UN Women as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Corporate Competencies:

•  Demonstrates commitment to UN Women’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

 Functional Competencies:

 Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

 Development and Operational Effectiveness

• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of Country Programme Manager’s office, including data/ schedule management, maintenance of protocol, information flow.
• Confidentiality
• Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems

 Leadership and Self-Management

• Consistently approaches work with energy and a positive, constructive attitude
• Focuses on result for the client and responds positively to feedback
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities

Recruitment Qualifications

Education:

Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement. In addition, a UNDP procurement certification is a requirement.

Experience:

• 5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.

Language Requirements:

Fluency in written and spoken English and Arabic.

All applications must be submitted online. Applications received through other means will not be considered.