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.

     1. 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.

2. 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.

3. Procurement:

• Performs minor procurement of goods and services.

4. 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.

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