Administration Assistant

Under the direct supervision of the Senior Support Officer, the Administrative Assistant will be responsible for the following tasks: 

1 Office Management

• Provides general office support services to help ensure the smooth functioning of an organizational unit

• Reviews, records, routes and/or processes mail or other documents; tracks and monitors follow-up action as required.

• acts as the first point of entry/information to the office, receives visitors, and responds to routine inquiries and information requests and as necessary, refers inquiries to appropriate personnel for handling.

• Maintains files (both paper and electronic) and databases for the work unit.

• Keep updated contact list for donors, embassies, UN agencies, Government authorities, INGos and partner, regularly updates and maintains large distribution lists; 

• Assemble documents, reports and other materials for wider dissemination. Performs basic data entry and extraction functions. Checks accuracy of simple calculations, coding, data, etc.

• Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.

• Coordinate all external and internal meetings for the Country manager with relevant stakeholder and partners, including invitations to formal and informal receptions and ensure the invitations are received in due time and booked in the calendar of the office.

• Coordinate with administration to ensure UNOPS mail-box at MoFA is checked regularly and MoFA list is updated with UNOPS info, to ensure office get regular formal communications/invitations similar to other UNCT members

2 Logistics and Travel

• Acts as the focal person for all Travel Authorization (TA) and Travel Expense claims (TEC)

• Coordinate with PSOs to ensure all TA’s and TECs are in compliance with UNOPS internal regulation and submitted as per relevant SOPs

• Support and coordinate 

• Facilitate international official visits to Khartoum including booking accommodation at compound and/or other UN authorized accommodations

3 Administrative and financial support

• Performs a variety of administrative duties (e.g. meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. vouchers, travel permit applications, etc.).

• Support in verification, clearance and entry of payments to contractors ensuring all documentations are on place and in compliance with organisation and donor requirements 

• Keep a calendar of office premises rental and services regular payments and follow-up with relevant staff members to ensure release of payments

4 Projects Support

• Provides timely support to projects, gaps-filling, and act as a focal person in Khartoum to follow-up for their admin and financial issues within different department

• Performs other duties as assigned

• Education: Diploma/BA/Bsc in Business Administration or equivalent. 

• Experience:  Four years of work experience in general office support or related area is desirable. Having UN experience would be an asset.

• Language:  Fluency in oral and written English and Arabic is required. 

• Skills: Use of general office automation packages such as MS Office but Google Suites application will be an advantage.

Contract type: Local Individual Contractor Agreement
Contract level: LICA-4
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

Sudan