National Post: Programme Administrative Associate, LSC6, El Geneina, Sudan

UNFPA · Al-Junaynah

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The Position:

• The Programme Administrative Associate provides efficient administrative support and services to both
• internal and external stakeholders, offering guidance on administrative matters to the Country Office
• (CO) and UNFPA-supported projects. He/she reports to the Team Leader and works in close
• collaboration with the Administrative Analyst.

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

In a world where fundamental human rights are at risk, we need principled and ethical staff who embody these international norms and standards and will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact sustained results, ensuring effective external relations, communications, partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results

Job Purpose:

• The Programme Administrative Associate supports the effective implementation of UNFPA programme
• activities in the Country Office (CO). He/She performs a range of standard administrative, financial, and
• procurement tasks to ensure smooth programme operations.
• He/She possesses a strong knowledge of UNFPA administrative and operational rules, guidelines,
• and procedures, and demonstrates a client-oriented, results-focused approach in applying them.
• He/She provides advisory support to programme and project staff to ensure efficient administrative
• processes that enhance programme and project delivery..

You would be responsible for:

• a) Provide day-to-day administrative and logistical support to programme teams, including travel
• arrangements, event coordination, and procurement requests.
• b) Assist in tracking programme implementation activities, ensuring timely follow-up on
• deliverables, reports, and field missions.
• c) Support the preparation of requisitions, follow-up on payments, maintain financial records, and
• assist with HR-related actions (e.g. contract extensions, onboarding support).
• d) Maintain organized files for programme activities, partner agreements, and project documents,
• ensuring accessibility and compliance with audit requirements.
• e) Liaise with implementing partners for administrative needs, including agreement processing,
• reporting timelines, and logistical support.
• f) Assist in collecting and consolidating data for programme reports, monitoring tools, and donor
• submissions.
• g) Support asset tracking and supply follow-up in coordination with Supply Chain and Logistics
• teams.
• h) Act as a point of contact between programme staff and Operations (Finance, HR, Procurement),
• facilitating smooth coordination and problem-solving.

i) Examining and processing payroll entitlements and submit to UNDP on a timely basis, including ensuring that overtime calculations are submitted and approved; 

j) Supporting the different units with the hiring and onboarding of consultants according to the UNFPA rules and procedures and ensuring the consultant policies are observed;

 k) Reviewing and monitoring charges for common services and cost recovery, taking into

 l) account maximum cost efficiency; representing UNFPA’s interests in financial negotiations and agreements 

m) Develop and maintain tools and mechanisms for efficient monitoring of programme and project budgets.

 n) Follow up with UNDP on payment processing, forecast submissions, and clearance of outstanding debit notes. o) Facilitate payroll-related tasks, including overtime and danger pay calculations for national and international staff. 

p) Monitoring petty cash accounts and do petty cash surprise cash counts for the custodians and monitoring the fuel account and ensure reconcile balance.

 q) Conduct spot checks and field monitoring visits to implementing partners, assessing financial records and compliance.

 r) Assist in preparing training materials and participate in capacity-building sessions for implementing partners. 

s) Conduct audit preparation for the implementing partners and ensure effective internal control systems are in place and followed. 

t) Provide support during audits, including compiling required documents and responding to audit queries. 

u) Supervise administrative and clerical staff as required;

 v) Perform any other duties as assigned by the supervisor.

Qualifications and Experience: 

Education:  

• Completed Secondary Level Education required. First level university degree in public administration, business, social sciences, or a related field is desirable.
   

Knowledge and Experience: 

• a) Six years of relevant experience in administration, finance or office management;
• b) Proficiency in current office software applications, web-based management and ERP financial systems;
• c) Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment;
• d) Strong interpersonal and organizational skills;

• e) Computer literacy – Word, Excel, Power-point, etc.;
• f) Previous experience in the UN is an asset;
• g) Good writing and communication skills;
• h) Demonstrated ability to work in a team environment;

Languages: 

• Fluency in oral and written English and Arabic

Required Competencies: 

Values:

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

Core Competencies: 

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Functional Competencies:

• Managing the organization’s financial resources.
  Providing procurement services.
  Ensuring facilities and assets management.

Compensation and Benefits:

This position offers an attractive remuneration package including leave days, health insurance and additional remuneration for pensions and social security obligations.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and engagement of LSC personnel may be subject to background and reference checks, medical clearance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or selection process and does not concern itself with information on applicants' bank accounts. 

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