Programme Administrative Associate

Job Posting Organization:
UNFPA, the United Nations Population Fund, is the lead UN agency focused on sexual and reproductive health and rights. Established in 1969, UNFPA operates in over 150 countries, working to ensure that every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. The organization employs thousands of staff members worldwide, dedicated to improving the health and well-being of women and girls, and addressing issues such as gender-based violence and child marriage. UNFPA's mission encompasses a wide range of initiatives, including the provision of contraceptives, training of health workers, and conducting demographic health surveys to inform development planning.

Job Overview:
The Programme Administrative Associate plays a crucial role in supporting the effective implementation of UNFPA's program activities within the Country Office. This position involves a variety of standard administrative, financial, and procurement tasks that are essential for ensuring smooth program operations. The associate is expected to have a strong understanding of UNFPA's administrative and operational rules, guidelines, and procedures, and to apply them in a client-oriented and results-focused manner. The role requires providing advisory support to program and project staff to enhance the efficiency of administrative processes, thereby facilitating the successful delivery of programs and projects. The associate will also be responsible for maintaining organized records and files, tracking program implementation activities, and liaising with implementing partners to address administrative needs.

Duties and Responsibilities:
The duties and responsibilities of the Programme Administrative Associate include providing day-to-day administrative and logistical support to program teams, which encompasses travel arrangements, event coordination, and procurement requests. The associate will assist in tracking program implementation activities, ensuring timely follow-up on deliverables, reports, and field missions. Responsibilities also include preparing requisitions, following up on payments, maintaining financial records, and assisting with HR-related actions such as contract extensions and onboarding support. The associate will maintain organized files for program activities and partner agreements, ensuring compliance with audit requirements. Additionally, the role involves liaising with implementing partners for administrative needs, collecting and consolidating data for program reports, supporting asset tracking, and acting as a point of contact between program staff and Operations (Finance, HR, Procurement). The associate will also examine and process payroll entitlements, support the hiring and onboarding of consultants, monitor charges for common services, develop tools for budget monitoring, facilitate payroll-related tasks, conduct spot checks and field monitoring visits, assist in preparing training materials, and supervise administrative and clerical staff as required.

Required Qualifications:
Candidates for the Programme Administrative Associate position should possess strong organizational and administrative skills, with a proven ability to manage multiple tasks effectively. A solid understanding of financial management and procurement processes is essential, along with proficiency in using various software applications for data management and reporting. The ideal candidate should demonstrate excellent communication skills, both written and verbal, and have the ability to work collaboratively in a team environment. A client-oriented approach and a commitment to achieving results are also critical for success in this role.

Educational Background:
A minimum of a bachelor's degree in business administration, public administration, finance, or a related field is required for the Programme Administrative Associate position. Additional certifications or training in project management, financial management, or procurement would be advantageous and enhance the candidate's qualifications for the role.

Experience:
Candidates should have at least 2-3 years of relevant experience in administrative support, financial management, or project coordination, preferably within an international organization or a non-governmental organization (NGO). Experience working in a multicultural environment and familiarity with UNFPA's operational procedures would be beneficial. The ability to adapt to changing circumstances and work under pressure is also important for this position.

Languages:
Fluency in English is mandatory for the Programme Administrative Associate position, as it is the working language of UNFPA. Proficiency in Arabic is highly desirable, given the context of the position in Sudan. Knowledge of additional languages may be considered an asset and could enhance communication with diverse stakeholders.

Additional Notes:
This position is a national UN Volunteer assignment, which means that the volunteer will be responsible for arranging their own housing and other living essentials. National UN Volunteers are entitled to a monthly Volunteer Living Allowance (VLA) of 1,597.25 USD, along with a Danger and Hardship Differential (DHD) of 575 USD. Additional benefits include annual and learning leaves, free medical and life insurance, and access to various learning platforms. The role requires a commitment to the values and principles of UNFPA, including integrity, cultural diversity, and accountability.