The UNOPS ETMCO, Sudan office has recently signed MOUs with Donors, Government, ...
The UNOPS ETMCO, Sudan office has recently signed MOUs with Donors, Government, and other UN agencies to implement projects on Infrastructure, Procurement, and Human Resources Management. Recently, the ETMCO Sudan office has signed an agreement with United Nations integrated Transition Assistance Mission in Sudan (UNITAMS) to provide support services to the PCC in Darfur states /To efficiently and effectively serve our partners with due regard to corporate standards and policies, the UNOPS ETMCO, Sudan office is in need of an experienced administration senior assistant. Under the direct supervision of the project management support senior officer and under the overall guidance from the country manager, the Administration Senior Assistant provides support to office operations performing a variety of standard administrative processes, ensuring high quality and accuracy of work.
Administrative Support
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Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
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Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit.
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Provides administrative support to conferences, workshops, retreats. PCC offices as per the agreement with UNITAMS
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Compiles information for periodic audits.
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Petty cash management.
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Supervise the PCC offices maintenance and insurance of smooth functionality of premises, as per the MoU with UNITAMS
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Travel and Logistics
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Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.
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Provides information on air services, rates and travel schedules for specific itineraries. Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.
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Organizes shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions
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Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting UN/UNDP officials as necessary
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Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
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Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
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Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods
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Establishment and maintenance of efficient working relationships with government ministries.
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Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit
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Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule
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Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file,
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Accurate and timely information on processes and pending issues to the concerned individuals/unit
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May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
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Promptly reports and investigates vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
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Supervises external contractor for transportation services, including client service and processing of invoices.
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Provides clear maintenance plans and actions for all PCC office premises, as per the agreement with UNITAMS
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Ensure timely responsiveness to administrative requests from UNITAMS/PCC regarding repairing and maintenance to identified offices
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Ensure control and supervision of the contracts of rented vehicles to UNITAMS PCC, ensuring regular maintenance, fueling, drivers readiness, etc. as per an approved schedule of vehicles needs
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Review and submit payments claims for rented vehicles
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Ensure maintenance of generators, supply of fuel and its functionality at all times for all PCC offices
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Ensure utilities supervision, payment and regularity of services to all rented offices etc.
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Inventory, Asset Management, Custodial, Common Premises, and general Support
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Conducts physical inventory checks, drafting periodic inventory and asset reports.
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Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
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Conducts and reports on surveys of office maintenance needs as well as client satisfaction
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Collects information for administrative surveys in support to the organization of common services.
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Knowledge building and Knowledge sharing
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Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
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Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration.
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Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
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Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials
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