Back RE-OPENING :Programme Admin Associate , G6-FTA ,Port Sudan, Sudan

RE-OPENING: All candidates who have previously applied do not need to reapply. 

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 UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

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

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver 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:

• 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 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.
   

  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: 

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

    • Six 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;
    • Strong interpersonal and organizational skills; 
    • Computer literacy – Word, Excel, Power-point, etc.; 
    • Previous experience in the UN is an asset; 
    • Good writing and communication skills; 
    • Demonstrated ability to work in a team environment; 

      Languages: 

      Fluency in English; knowledge of other official UN languages
       

      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,
        • Communicating for impact 

          Functional Competencies:

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

            Managerial Competencies (if applicable):

            • Providing strategic focus, 
            • Engaging in internal/external partners  and stakeholders, 
            • Leading, developing and empowering  people, creating a culture of performance 
            • Making decisions and exercising  judgment
               

              Compensation and Benefits:

              This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

               

              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. 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 appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

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

              Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

                Same Posting Description for Internal and External Candidates