Administration Assistant

Contract

This is a LICA-4 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 4 years of experience, depending on education. More about LICA-4 contracts.

Functional Responsibilities

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/Experience/Language requirements

• 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.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

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.’

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• 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.

Background Information - Sudan

Sudan

The UNOPS Sudan office is based in Khartoum and works closely with the Government of Sudan and international partners to support humanitarian response, recovery and development initiatives. UNOPS is the United Nations sector lead for the Basic Infrastructure Sector in Sudan and helps partners achieve their project goals in sectors including: water resource management, education, census and elections, human resource management and mine action.