Administrative Assistant/Protocol

Job Posting Organization:
UNFPA, the United Nations Population Fund, is the lead UN agency dedicated to ensuring 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, focusing on sexual and reproductive health, gender equality, and population data. The organization employs thousands of staff worldwide, working tirelessly to improve the lives of women and girls, prevent gender-based violence, and support youth policies and health initiatives. UNFPA's mission is critical in addressing global challenges related to reproductive health and rights, and it plays a vital role in humanitarian settings, providing essential services and support to vulnerable populations.

Job Overview:
The Administrative Assistant/Protocol position at UNFPA Sudan is designed to support the operations of the UNFPA Sudan Country Office. This role is crucial in ensuring the smooth implementation of administrative services, 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, contributing to the overall efficiency and effectiveness of the office. The position involves a variety of tasks, including managing protocols related to international staff, overseeing guesthouse operations, and handling administrative routines. The Administrative Assistant will also play a key role in facilitating communication and coordination among various stakeholders, ensuring that all administrative processes are executed with high quality and accuracy. This position is particularly important in a challenging environment like Sudan, where the ability to navigate complex administrative landscapes is essential for the success of UNFPA's mission.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant/Protocol include but are not limited to: processing and following up on entry visas, work/stay permits, and registrations for international staff and their dependents; issuing and renewing diplomatic cards and driving licenses; managing the UNFPA guesthouse in Port Sudan, including booking, billing, and maintenance; ensuring timely processing of payments related to general services; preparing monthly data entry and guesthouse management reports; supporting the organization of conferences and workshops; processing shopping procurement requests; maintaining the filing system; supervising administrative and clerical staff; coordinating daily vehicle transportation for staff; implementing vehicle maintenance; processing payments related to vehicle leasing; and 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 should possess strong organizational and administrative skills, with a keen attention to detail. They should demonstrate a commitment to the values of UNFPA and the UN system, including integrity and cultural diversity. Proficiency in Microsoft Office applications and experience with administrative software are essential. The ideal candidate should also have excellent communication skills, both written and verbal, and the ability to work collaboratively in a team environment. A proactive approach to problem-solving and the ability to manage multiple tasks simultaneously are highly valued in this role.

Educational Background:
A minimum of a secondary education is required for the Administrative Assistant/Protocol position. However, a diploma or degree in administration, management, or a related field is preferred. Additional training or certifications in office management or administrative support will be considered an asset. Candidates should also have a strong understanding of UNFPA's mission and objectives, as well as familiarity with the operational context in Sudan.

Experience:
The position requires at least two years of relevant experience in administrative support or office management. Experience working in an international organization or within the UN system is highly desirable. Candidates should demonstrate a proven track record of effectively managing administrative tasks and providing support to senior staff. Experience in a challenging or humanitarian context will be an advantage, as it reflects the ability to adapt to dynamic and potentially stressful environments.

Languages:
Fluency in English is mandatory for this position, as it is the working language of UNFPA. Knowledge of Arabic is highly desirable, given the local context and the need for effective communication with local authorities and stakeholders. Proficiency in additional languages may be considered an asset, particularly if they are relevant to the operational areas of UNFPA in Sudan.

Additional Notes:
This position is classified as a National UN Specialist Volunteer role, which includes a monthly Volunteer Living Allowance (VLA) of 1,597.25 USD, along with a Danger and Hardship Differential (DHD) of 575 USD. Volunteers are entitled to annual and learning leaves, as well as free medical and life insurance. The living conditions in Port Sudan are relatively stable compared to other regions in Sudan, but candidates should be prepared for a hot and humid climate, limited accommodation options, and basic but expensive food and water availability. Flexibility and cultural awareness are essential, as the role may involve working in harsh conditions with limited comforts.