Administrative Assistant/Protocol

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead UN agency focused on sexual and reproductive health and rights, aiming to ensure that every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries, employing thousands of staff dedicated to improving the lives of women and girls globally. The organization plays a crucial role in addressing issues such as maternal health, gender-based violence, and reproductive rights, and is committed to data collection and analysis to inform development planning and humanitarian responses.

Job Overview:
The Administrative Assistant/Protocol position at UNFPA Sudan involves supporting the implementation of the organization's operations in the country. The role is critical in ensuring that administrative services are delivered with high quality, accuracy, and consistency, adhering to UNFPA's rules and regulations. The successful candidate will work under the direct supervision of the analyst" style="border-bottom: 1px dotted #007bff !important;">Administrative Analyst and will be responsible for various administrative tasks, including processing visas and permits for international staff, managing guesthouse accommodations, and coordinating vehicle services. This position is essential for maintaining smooth operations within the UNFPA Sudan Country Office and requires a proactive approach to problem-solving and communication.

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

• Processing and following up on entry visas, working/stay permits, and registration for international staff and their dependents.
• Issuing and renewing diplomatic cards and driving licenses for staff as required.
• Ensuring timely processing of travel permits for vehicle missions through local authorities.
• Managing the UNFPA guesthouse in Port Sudan, including booking, billing, and maintenance.
• Submitting guesthouse payment information to the Finance team monthly.
• Processing payments related to general services and maintenance to ensure continuity of services.
• Preparing monthly data entries and guesthouse management reports.
• Ensuring invoices are well-supported and preparing payment requests for the Finance Section.
• Supporting the organization of conferences, workshops, and retreats. 1
• Coordinating daily vehicle transportation for staff and official missions. 1
• Maintaining vehicle records and ensuring readiness of vehicles and safety equipment. 1
• Processing payments related to vehicle leasing and ensuring compliance with established procedures. 1
• Carrying out any other duties as required by the Head of the Administration Section or the International Operations Manager.

Required Qualifications:
Candidates for the Administrative Assistant/Protocol position must possess strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. Proficiency in Microsoft Office Suite and familiarity with administrative procedures in an international organization are essential. The ideal candidate should demonstrate a commitment to UNFPA's mission and values, including integrity, accountability, and respect for diversity. Strong communication skills, both written and verbal, are necessary for effective interaction with staff and external stakeholders.

Educational Background:
A minimum of a secondary education is required, with a preference for candidates holding a diploma or degree in administration, management, or a related field. Additional training in office management or administrative procedures is advantageous and may enhance a candidate's suitability for the role.

Experience:
Candidates should have at least 2 years of relevant experience in administrative support, preferably within an international organization or a similar environment. Experience in managing guesthouses or accommodations, processing permits and visas, and coordinating transportation services will be considered an asset. Familiarity with UNFPA's operations and procedures is highly desirable.

Languages:
Fluency in English is mandatory, both spoken and written. Knowledge of Arabic is an advantage, as it will facilitate communication with local authorities and staff. Additional languages may be beneficial but are not required.

Additional Notes:
This position is classified as a National UN Specialist Volunteer role, entitling the selected candidate to a monthly Volunteer Living Allowance (VLA) of 1,597.25 USD, along with a Danger and Hardship Differential (DHD) of 575 USD. The role includes annual and learning leaves, free medical and life insurance, and access to various learning platforms. The living conditions in Port Sudan require adaptability and resilience, as the area has limited resources and amenities. Candidates should be prepared for a challenging environment that demands cultural awareness and a commitment to the mission.