Programme Administrative Associate

Volunteering Admin Communications & PR

Overview

Support the effective implementation of UNFPA programme activities in the Country Office.

You have:

• Minimum three years of relevant experience in administration, finance or office management.
• Proficiency in current office software applications, web-based management and ERP financial systems.
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment.
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners.
• Computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.).
• Affinity with or interest in gender equality and women’s rights work.

Contract

This is a UNV contract. More about UNV contracts.

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.

Additional Information:

National UN Specialist Volunteers in Sudan are entitled to: - Monthly Volunteer Living allowance (VLA) in the amount of 1,597.25 USD. - Danger and Hardship Differential (DHD): 575. USD. - Annual and learning leaves. - Free Medical and life insurance. - Free access to different learning platforms.

● Provide day-to-day administrative and logistical support to programme teams, including travel arrangements, event coordination, and procurement requests. ● Assist in tracking programme implementation activities, ensuring timely follow-up on deliverables, reports, and field missions. ● Support the preparation of requisitions, follow-up on payments, maintain financial records, and assist with HR-related actions (e.g. contract extensions, onboarding support). ● Maintain organized files for programme activities, partner agreements, and project documents, ensuring accessibility and compliance with audit requirements. ● Liaise with implementing partners for administrative needs, including agreement processing, reporting timelines, and logistical support. ● Assist in collecting and consolidating data for programme reports, monitoring tools, and donor submissions. ● Support asset tracking and supply follow-up in coordination with Supply Chain and Logistics teams. ● Act as a point of contact between programme staff and Operations (Finance, HR, Procurement), facilitating smooth coordination and problem-solving. ● Examining and processing payroll entitlements and submit to UNDP on a timely basis, including ensuring that overtime calculations are submitted and approved. ● 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. ● Reviewing and monitoring charges for common services and cost recovery, taking into
● account maximum cost efficiency; representing UNFPA’s interests in financial negotiations and agreements ● Develop and maintain tools and mechanisms for efficient monitoring of programme and project budgets. ● Follow up with UNDP on payment processing, forecast submissions, and clearance of outstanding debit notes. ● Facilitate payroll-related tasks, including overtime and danger pay calculations for national and international staff. ● Monitoring the petty cash account and do petty cash surprise cash count for the custodians and monitoring the fuel account and ensure reconcile balance. ● Conduct spot checks and field monitoring visits to implementing partners, assessing financial records and compliance. ● Assist in preparing training materials and participate in capacity-building sessions for implementing partners. ● Conduct audit preparation for the implementing partners and ensure effective internal control systems are in place and followed. ● Provide support during audits, including compiling required documents and responding to audit queries. ● Supervise administrative and clerical staff as required. ● Perform any other duties as assigned by the supervisor.

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, • Communicating for impact

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

Minimum three years of relevant experience in administration, finance or office management; proficiency in current office software applications, web-based management and ERP financial systems; detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment; excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) Have an affinity with or interest in gender equality and women’s rights work, volunteerism as a mechanism for durable development, and the UN System.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.

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Potential interview questions

Added 2 months ago - Updated 2 months ago - Source: unv.org