Administrative Assistant/Protocol

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.

UNFPA supports:
• Sexual and reproductive health (SRH) for all, particularly women and girls in more than 150 countries – home to more than 80 per cent of the world’s population. SRH includes;
 The health of pregnant women, especially the 10-15 million who face life-threatening complications each year
 Reliable access to modern contraceptives sufficient to benefit 20 million women a year
 Training of thousands of health workers, particularly midwives to help ensure at least 80 per cent of all child births are supervised by skilled attendants
 Prevention of teen and early pregnancies, complications of which are the leading cause of death for girls 15-19 years old
 Delivery of safe birth supplies, dignity kits and other life-saving materials to survivors of conflict and natural disaster
• Prevention of gender-based violence (GBV), one of the most common forms of violence today affecting 1 in 3 women across the globe
• Abandonment of female genital mutilation, which harms 3 million girls annually
• Gender-responsive, age appropriate Comprehensive Sexuality Education (CSE)
• Efforts to end child marriage affecting 12 million girls every year
• Countries in development of youth policies and reproductive, maternal, newborn, child and adolescent health policies and action plans.
• Population census, demographic health surveys, research, data collection and analysis, which are essential for development planning as well as in humanitarian settings

UNFPA is the lead UN agency working to achieve a world where every pregnancy is wanted, every childbirth is safe, and every young person’s potential is realized. The UN Volunteer will support the UNFPA Sudan Country Office.
Under the direct supervision of the Administrative Analyst, the Administrative Assistant/Protocol will support the implementation of UNFPA Sudan’s Operations, and the role also involves provision of administrative services ensuring high quality, accuracy and consistency of work in line with UNFPA rules and regulations.

Additional Information:

National UN Specialist Volunteers in Sudan are entitled to:
- Monthly Volunteer Living allowance (VLA) at 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.

Protocol and Relations with Other UN Agencies:
• Processing and follow up to obtain entry visas, working/stay permits and registration for international staff & their dependents, visitors ensuring that all staff have valid stay permits.
• Issuance and renewal of diplomatic cards, driving license and VIP booking for Representative and international staff as required.
• Processes and obtains all necessary government permit and licenses for the UNFPA.
• Ensures timely processing of travel permits for vehicle missions including the travelers National/International staff, through local authorities and HAC. Support Temporary - Port Sudan Premises and Guest House

Support Temporary - Port Sudan Premises and Guest House:
• Manage UNFPA guesthouse and accommodation in Port Sudan (booking & billing, cleaning, housekeeping, furnishing).
• Submit Guest House payment information per guest to the Finance team for payroll each month in coordination with Admin Analyst.
• Timely processing of payments related to general services & maintenance such as repairs, electricity, rent, tap water, stationary, drinking water of premises and office supplies to ensure continuity of services.
• Prepare comprehensive and accurate monthly data entry and prepare periodic guesthouse management reports for review.
• Respond to all requests for maintenance and repair works in a timely manner; supervise & support personnel involved.

Administrative Routine Tasks:
• Ensures invoices are well supported and prepares payment requests to be submitted to Finance Section, including Req. creation and PO in the system.
• Timely processing of staff mobile allowance payment &reconciliation, and distribution to staff, prepare for postpaid lines reconciliation by staff.
• Support organization of conferences, workshops and retreats.
• Processing of shopping procurement requests of goods and services; ensuring transparency, in coordination with Admin Analyst.
• Preparation of over-time for all staff and making sure that all needed supporting documents are properly filed.
• Ensure the filing system through iDocs documentation
• Supervise administrative and clerical staff as required.

Vehicle Services:
•Support and coordinate daily vehicle transportation for staff and official missions within Sudan in coordination with Admin Analyst.
• Coordination and implementation of regular and preventive vehicle maintenance, and update vehicle records, logs and service history & prepare annual history report.
• Ensure readiness of vehicles and availability of safety equipment (first aid kits, fire extinguishers, and other safety items).
• Process and obtain UNFPA vehicle annual registrations in coordination with the Admin Analyst and the Ministry of Foreign Affairs (MOFA).
• Ensure, in coordination with drivers, the accurate recording of daily vehicle logs and fuel consumption, and monitor and track fuel availability in liaison with the Admin Analyst.
• Process payment related to vehicle leasing in accordance with established procedures and contractual agreements.

Carries out any other duties as may be required by the Head of the Administration Section or the International Operations Manager.