UNOPS recruits 01 Administration Assistant
UNOPS
Khartoum, Sudan
Administration Assistant
Job categories:AdministrationVacancy code:VA/2022/B5312/23470Department/office:AFR, ETMCO, SudanDuty station:Khartoum, SudanContract type:Local ICA SupportContract level:LICA-4Duration:ongoingDeadline date: 14-Mar-2022
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Functional Responsibilities
Under the direct supervision of the Senior Support Officer, the Administrative Assistant will be responsible for the following tasks:
1 Office Management
Provides general office support services to help ensure the smooth functioning of an organizational unit
Reviews, records, routes and/or processes mail or other documents; tracks and monitors follow-up action as required.
acts as the first point of entry/information to the office, receives visitors, and responds to routine inquiries and information requests and as necessary, refers inquiries to appropriate personnel for handling.
Maintains files (both paper and electronic) and databases for the work unit.
Keep updated contact list for donors, embassies, UN agencies, Government authorities, INGos and partner, regularly updates and maintains large distribution lists;
Assemble documents, reports and other materials for wider dissemination. Performs basic data entry and extraction functions. Checks accuracy of simple calculations, coding, data, etc.
Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.
Coordinate all external and internal meetings for the Country manager with relevant stakeholder and partners, including invitations to formal and informal receptions and ensure the invitations are received in due time and booked in the calendar of the office.
Coordinate with administration to ensure UNOPS mail-box at MoFA is checked regularly and MoFA list is updated with UNOPS info, to ensure office get regular formal communications/invitations similar to other UNCT members
2 Logistics and Travel
Acts as the focal person for all Travel Authorization (TA) and Travel Expense claims (TEC)
Coordinate with PSOs to ensure all TA’s and TECs are in compliance with UNOPS internal regulation and submitted as per relevant SOPs
Support and coordinate Facilitate international official visits to Khartoum including booking accommodation at compound and/or other UN authorized accommodations
3 Administrative and financial supportPerforms a variety of administrative duties (e.g. meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. vouchers, travel permit applications, etc.).
Support in verification, clearance and entry of payments to contractors ensuring all documentations are on place and in compliance with organisation and donor requirements
Keep a calendar of office premises rental and services regular payments and follow-up with relevant staff members to ensure release of payments
4 Projects SupportProvides timely support to projects, gaps-filling, and act as a focal person in Khartoum to follow-up for their admin and financial issues within different department
Performs other duties as assigned
Education/Experience/Language requirementsEducation: Diploma/BA/Bsc in Business Administration or equivalent. …
CompetenciesTreats all individuals with respect; responds sensitively to differences and enc…
Contract type, level and durationContract type: Local Individual Contractor Agreement Contract level: LICA-4 Cont…
Additional ConsiderationsPlease note that the closing date is midnight Copenhagen time Applications …
Background Information – SudanSudan The UNOPS Sudan office is based in Khartoum and works closely with the Go…