Vacancy Announcement No: 03-2018

Job Title: Administrative/Finance Associate
Contract Type: Service Contract
Grade Level: SB-3/3
No. of Post: 2
Duty Station: Gadarif and Kosti
Duration: 8 Months
Closing Date: 25 March 2018


Under the guidance and supervision of the Reproductive Health Officer (RH NPPP) in the field and in close consultation with the finance monitoring officer of the RH programme and the operations team in Khartoum, the Admin/Finance Associate of the field office ensures the effective functioning of financial and administrative systems in support of the project at the state level ensuring high quality, accuracy and consistency of work.

 He/she works closely with project staff providing financial data on project expenditure ensuring proper utilization of funds allocated to the project. He/she provides continuous support to the government staff and other implementing partners’ staff in the state to ensure UNFPA policies and procedures is appropriately applied. 


  Duties and responsibilities:


  • Provide on the job support for implementing partners at state level with matters related to financial monitoring and management of project activities.
  • Work with implementing partners to maintain up-to-date financial records and monitoring systems to record and reconcile expenditures, balances, payments and supporting documents, financial statements and other day-to-day transactions.
  • Jointly with implementing partners ensure accuracy of requests for Funding Authorization and Certificate of Expenditure (FACE), ensure timely submission of FACE and provide the needed follow up with the CO with regard to transfer of project funding. 
  • Produce regular budget and expense reports for review by programme staff to track implementation rates and identify gaps in funding. 
  • Manage the office petty cash, maintain accurate documentation and reporting on expenses and prepare requests for replenishment. 
  • Ensure that all project expenditures are in accordance with UNFPA policies and procedures and are in line with project document.
  • Initiates correspondence to verify data, answers queries and obtains additional information on financial transaction, as required.



  • Prepare procurement requests and initiate procurement procedures for project equipment, supplies and services in a transparent and cost-effective manner.
  • Responsible for raising project related requisitions in Atlas and providing necessary supporting documentation for approval.
  • Initiate and maintain project filing system for all related project correspondence and project monitoring tools (LoU, MoU, SCs, AWPs, AWPMT, SPR, FMVs) 
  • Contributes to the smooth running of the office by ensuring the provision and maintenance of services and supplies.
  • Maintains up-to-date inventory records, staff attendance records, vehicle logbooks, etc.
  • Ensures internal controls of administrative systems are efficient and are in line with UNFPA guidelines.
  • Maintains up-dated list of staff and ensures adherence to security requirements.
  • Reports to the RH NPPP all non-compliance with security measures and /or requirements. 
  • Directly supervises the office driver/s, guard/s as well as other support staff if applicable.
  • Performs other duties as required by the immediate supervisor.


Minimum Qualification, Skills and Experience Required:



Completion of secondary education with specialized training in finance and administrative procedures and/or knowledge of human resources rules and regulations. Bachelor’s degree in finance, accounting and or business administration would be an advantage




Minimum 6 years of relevant experience in the finance and administration.




Fluency in oral and written English and Arabic.


Computer skills:

Proficiency in current office software applications (MS Word, Excel, etc.).


Required Competencies:



  • 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:

  • Operational Excellence
  • Office support


UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life.  We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. Notice: There is no application, processing or other fee at any stage of the application process.  UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status

UNFPA offers an attractive compensation package commensurate with experience