The UNDP Sudan Fund Management Unit (‘FMU’) was established in 2006 to allow the international community to address increasing humanitarian needs in Sudan through the transparent and accountable management of significant humanitarian funds. As Management Agent for the Sudan Common Humanitarian Fund (‘CHF’) and the Darfur Community Peace and Stability Fund (‘DCPSF’), the FMU has in the past 6 years managed over US$ 1.5 billion, out of which more than US$400 million has been allocated to NGOs.

The FMU’s approach to supporting NGO partners is based on the belief that full-cycle on-the-job capacity support and stewardship is the most effective way to ensure the development of sustainable NGO capacities and the accountable management of public funds. To that end, UNDP has over the years developed and matured specific processes and tools which are used to manage funds entrusted to us and to accompany our partners.

The FMU is embedded in the UNDP Country Office structure within the Oversight and Support Division (‘OSD’).

Summary of Key Functions:

Assist in all FMU documentation archiving and administrative activities, ensuring that appropriate protocols are followed according to UNDP regulations. Ensure FMU hard copy and electronic files are updated and well organized. Maintain and replenish stock of office supplies. Follow-up with ICT to ensure that printers and .other office equipment is operational. Any other Any other tasks as assigned by Supervisor.

File Management and Archiving

• Establish and maintain a comprehensive filing system
• File FMU finance and monitoring & reporting documents hard-copy and electronically
• Review files regularly to ensure they are complete and correctly classified.
• Label files according to retention and disposal schedules and prepare files for disposal.
• Retrieve data and information from files when requested.
• Keep records of data and information filed and removed.
• Perform monthly confirmation of files against Atlas transactions

Administrative support

• Support FMU team in arranging travel planning, and prepare travel authorizations;
• Coordinate administrative services for workshops, training, and meetings including arranging venue;
• Maintain office supplies in the Section;
• Photocopy reports and related materials for distribution;
• Support FMU team with travel planning, approvals and reimbursements
• Assist with issuance and maintenance of office supplies to FMU staff.
• Maintain inventory log of office supplies
• Process procurement requests/service requests
• Maintain procurement registry of phones, laptops, and office equipment
• Ensure that printers and other office equipment is functioning properly, request maintenance support as needed

Any other tasks as assigned by Supervisor

Impacts of Results:-

The results of the performance of the Documents and Administrative Assistant will have substantial impact on the information management and administrative effectiveness of the Fund Management Unit.

Competencies:-

Coreporate Competencies:-

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Strong Computer Skills
• Basic database management planning essentials
• Ability to communicate effectively, both orally and in writing. and team playing skills
• Drive and motivation to deal with a wide range of tasks.

Functional Competencies:-

Knowledge Management and Learning

• Shares knowledge and experience
• Develops substantive knowledge of one or more Practice Areas

Development and Operational Effectiveness

• Ability to administer and execute administrative processes and transactions;
• Ability to support a team and team building skills;
• Good knowledge of administrative rules and regulations;
• Strong IT skills;
• Ability to provide input to business processes re-engineering, implementation of new systems

Leadership and Self-Management

• Focuses on result for the client
• Consistently approaches work with energy and a positive, constructive attitude
• Demonstrates strong oral and written communication skills
• Remains calm, in control and good humored even under pressure
• Responds positively to critical feedback and differing points of view
• Solicits feedback from staff about the impact of his/her own behavior

Education:-

Completion of secondary school. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement

Work Experience:-

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

Languages:-

Strong English and Arabic language skills.

Only short-listed candidates will be contacted.
Women Candidates are highly encouraged to apply.
Notice
UNDP, as a matter of practice, does not charge any application, processing fee at any stage of the recruitment.