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Background:
The Administrative Associate is located in Khartoum (CO) and reports to the Head of Administration Unit under the overall leadership of the operations manager.
Job Purpose:
The Administrative Associate delivers quality services in administration unit to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the CO and UNFPA-supported projects. S/he supervises drivers and other support staff.
Work Relations:
The Administrative Associate supervises drivers and maintenance or support staff at the CO. Internal contacts includes the Operations Manager, other operations Units, and the CO’s programme/ technical team.
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Duties and responsibilities:
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Reviews procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decisions. Contributes to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records.
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Ensures timely processing of procurement requests, including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their evaluation, preparation of purchase orders (POs), and reception of good and services;
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Facilitates the organization of workshops, conferences, retreats and other events by providing logistics procurement and administrative support for the events.
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Ensures timely processing of travel requests and respective travel entitlements; reviewing Travel Authorizations, processing POs for DSA and tickets. Review outstanding F10 completion periodically and share status of compliance with Management.
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Supports on protocol arrangements, registration of International staff, securing of visas and permits with local authorities;
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Follows up with local authorities and vendors, as applicable, to obtain imports related permits for the timely release of shipments from customs;
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Provide oversight and management of cleaning and other maintenance services for the UNFPA compound;
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Supports on the oversight and management of transportation services, vehicle maintenance, MOSS compliance and insurance, maintenance of daily and monthly vehicle log books, gas consumption control, reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; Supervises and oversees the allocation of vehicles and drivers
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Provides support on management of Assets including preparation of physical counts (inventories), submission of Assets reports and housekeeping of the Assets register;
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Prepares and submits payment requests to the Finance Section after verification of supporting documents, correct usage of chart of accounts and budget availability;
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Contributes to the smooth running of the Country Office’s facilities/premises by ensuring timely provision and maintenance of services, utilities (water supply, electricity, communications, etc.), equipment and supplies, and analyses all facilities/premises expenditures and recommends potential areas of cost reduction and or recovery where possible;
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Reviews and prepares material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc.
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Supports knowledge building and knowledge sharing in the CO, focusing on training of staff on the administrative procedures and sound contributions to knowledge networks and communities of practice;
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Minimum Qualification, Skills and Experience Required:
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Education:
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Completed Secondary Level Education required. First level university degree desirable.
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Experience:
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Minimum Six years of relevant experience in administration, finance or office management.
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Languages:
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Fluency both written and oral, in English and Arabic.
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Computer Skills:
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Proficiency in current office software applications and corporate IT systems.
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Required Competencies:
Values:
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Exemplifying integrity
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Demonstrating commitment to UNFPA and the UN system
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Embracing Cultural diversity
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Embracing change)
Core Competencies:
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Achieving results
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Being accountable
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Developing and applying professional Expertise/business acumen
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Thinking analytically and strategically
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Working in teams/managing ourselves and our relationships
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Communicating for impact
Functional competencies :
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Providing logistical support
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Managing data
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Managing documents
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correspondence and reports
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Managing information and work flow
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Planning, organizing and multitasking
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Supporting financial data analysis
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