Administrative Assistant

Job Posting Organization:
UNICEF, the United Nations Children's Fund, operates in over 190 countries and territories with a mission to save children's lives, defend their rights, and help them fulfill their potential from early childhood through adolescence. Established in 1946, UNICEF is dedicated to promoting the rights of every child and is known for its commitment to providing diverse opportunities for professional and personal development for its staff. The organization prides itself on fostering a diverse and passionate culture, offering an attractive compensation and benefits package to its employees.

Job Overview:
The Administrative Assistant position at UNICEF involves a variety of key functions and responsibilities aimed at supporting the organization's operations in Khartoum. The role is crucial for ensuring effective budget monitoring, project management, protocol and government liaison, and overall administrative support. The incumbent will be responsible for maintaining compliance with UNICEF's rules and regulations, preparing and managing budgets, and ensuring timely communication and workflow within the organizational unit. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently while adhering to deadlines. The Administrative Assistant will also play a vital role in facilitating high-level visits, managing documentation, and supporting logistical arrangements for events and travel, thereby contributing to the overall effectiveness of UNICEF's mission in the region.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Monitoring budgets and financial expenditures, ensuring compliance with UNICEF regulations, and advising supervisors on necessary actions.
• Preparing and maintaining records for budget monitoring of project implementation.
• Ensuring timely availability of accurate information for work plans and project management.
• Acting as a focal point for data report reviews and monitoring project implementation against milestones.
• Facilitating necessary permits and approvals for international staff and partners.
• Organizing documentation from government authorities and maintaining an up-to-date tracking system.
• Managing office communications, including correspondence and filing systems.
• Arranging meetings, maintaining calendars, and taking minutes.
• Supporting logistical arrangements for capacity development activities and conferences. 1
• Managing travel arrangements and ensuring compliance with organizational policies. 1
• Processing invoices and maintaining attendance records.

Required Qualifications:
The position requires a minimum of six years of progressively responsible administrative or clerical experience, particularly in protocol, travel, events, or liaison functions. A solid understanding of UN/UNICEF administrative procedures and protocol standards is essential. The candidate should possess strong planning and organizational skills, with proficiency in records and workflow management. Familiarity with travel processes and security" style="border-bottom: 1px dotted #007bff !important;">security clearances is also advantageous. The role demands excellent communication skills, both written and verbal, and the ability to work collaboratively in a diverse environment.

Educational Background:
Candidates must have completed secondary education, with any certification in administration being desirable. A bachelor's degree in social sciences, business management, administration, finance, or a relevant field from a recognized institution may substitute for three years of related work experience. Additionally, a master's degree may replace an additional two years of experience, enhancing the candidate's qualifications for the role.

Experience:
The ideal candidate should have at least six years of relevant experience in administrative roles, with a focus on protocol, travel, events, or liaison functions. Experience within the UN Common system or an international organization is highly desirable, as it demonstrates familiarity with the operational standards and expectations of UNICEF.

Languages:
Fluency in English and Arabic is mandatory for this position. Knowledge of another official UN language, such as Chinese, French, Russian, or Spanish, or a local language, is considered an asset and may enhance the candidate's profile.

Additional Notes:
This position is full-time and based in Khartoum, Sudan. UNICEF promotes a diverse and inclusive workforce and encourages applications from all qualified candidates, including women and individuals with disabilities. The organization offers a range of benefits, including paid parental leave and reasonable accommodations for persons with disabilities. Candidates must be prepared to undergo rigorous background checks and adhere to UNICEF's standards of conduct, including a zero-tolerance policy for misconduct. The appointment is subject to medical clearance and compliance with visa requirements.