Under the direct supervision of the Humanitarian Programme Coordinator, HRU, and the technical guidance of the Operations Manager, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes within the Humanitarian Response Unit, ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the Programme staff in the Humanitarian Response Unit in Khartoum, the sub-offices in the Darfur states and the UNFPA CO at large and other UN agencies staff to exchange information and ensure consistent service delivery.

Work Relations:

Internal contacts include the Operations Manager/ Operations Specialist, the CO’s administrative management team, and the CO’s programme/ technical team, and admin finance, programme staff in the field.

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNFPA rules, regulations, policies and strategies.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented work plans.

2. Ensures effective and efficient functioning of the Humanitarian Response Unit, focusing on achievement of the following results

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Translation of simple correspondences, when needed.
• Prepare for logistic matters related to the HRU unit meetings

3. Ensures administrative and Logistics support for HRU and liaises with the operations unit as necessary focusing on achievement of the following results:

• Assist with logistics associated with programming.
• Assist in processing of procurement requests/service requests from the field offices and HRU after consultation with HRU Programme Officer and in line with programme budgets and UNFPA policies and procedures;
• Prepare service requests for initiating procurement process and follow up on the process.  
• Support with administrative, coordination, and internal & external communication tasks as required;
• Assist in IPs capacity building in the area of procurement.
• Coordinates with the Operations Unit for the organization of shipments, customs clearance arrangements, preparation of documents for UNFPA shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
• Supports HRU in preparation of LTAs as necessary
• Arrangements of travel and hotel reservations, preparation of travel authorizations, UNHAS online booking, identity cards and other documents.
• Review F10 claims received from HRU staff, make sure that the necessary supporting documents are attached then submit to admin for further processing.
• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Prepare direct payments, review supporting and submit to finance.
• Process payments in Atlas for procurement requests, SSA salaries and DSA requests.
• Follow up on payment transfer with finance and provide feedbacks to HRU Khartoum staff and field staff.

4.  Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance

Education: Secondary education.  Certification in administration desirable.

Experience: Minimum 5 years of relevant experience in administration or programme support service.

Languages: Fluency in oral and written English and Arabic.

Computer skills: Usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system
• Embracing cultural diversity
• Embracing Change

Core Competencies:

• Achieving results
• Accountability,
• Developing and applying professional expertise
• Analytical thinking
• Working in teams
• Communicating for results and impact.

Required Skillset:

• Operational Excellence
• Office Support

UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life.  We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. 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