Support Services Senior Assistant (Admin/Finance) (Port Sudan) – UNOPS

Job Description

Organization	United Nations Office for Project Services
Job Title	Support Services Senior Assistant (Admin/Finance)
Vacancy code	VA/2025/B5019/29522
Department/office	AFR, ETMCO, Sudan
Duty station	Port Sudan
Contract type	Local ICA Support
Contract level	LICA-5
Duration	Open Ended
Application period	09-Jan-2025 to 25-Jan-2025

Peace and Security ClusterThe UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners.  It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients.  The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Centre Director who has the overall authority and accountability for the performance of the Peace and Security Centre on behalf of its clients.  

 Background Information – Job-specific

Established in 1997, UNMAS leads, coordinates and implements mine action under United Nations legislative mandates of both the General Assembly and the Security Council, which include explicit references to remnant IEDs. UNMAS supports the UN’s vision of “a world free of the threat of landmines and unexploded ordnance, where individuals and communities live in a safe environment conducive to development, and where mine survivors are fully integrated into their societies.” 

UNMAS is a unit within the Office of Rule of Law and Security Institutions (OROLSI) within the Department of Peacekeeping Operations (DPKO). UNMAS operates under UN legislative mandates of both the General Assembly and the Security Council, or at the request of the UN Secretary-General or his designated official. When instructed by the Security Council or called upon by Member States, UNMAS deploys under humanitarian, peace and security mandates. UNMAS main headquarters is in the UN Secretariat, New York with a sub-office in Geneva. UNMAS provides direct support and assistance in the areas of explosive hazard threat mitigation to 18 countries/territories/missions, has a standby rapid response capacity and global technical advisors in the field of IEDs and Weapons and Ammunition Management. As an office within DPKO, UNMAS supports peacekeeping and special political missions in accordance with Security Council mandates.

Background Information – UNMAS Sudan

The UNMAS Sudan Programme is based in Port Sudan. The UNMAS Sudan Programme works closely with the Government of Sudan and international partners with an aim of reducing the impact of explosive hazards on the civilian population. Since the outbreak of the ongoing conflict in April 2023, the explosive ordnance contamination has spread extensively across the country, particularly in urban centers including the country’s capital, Khartoum, in addition to legacy contamination from the previous conflicts. UNMAS Sudan has since then launched emergency explosive ordnance risk education (EORE), expanded technical advisory capacities in support of the humanitarian community, re-activated and continues to lead the Mine Action Area of Responsibility (MAAoR), and is now preparing to resume survey and clearance operations. UNMAS also contributes to strengthening national mine action capacities by supporting the National Mine Action Center (NMAC) and providing training support to national partners.

 Functional Responsibilities

Under the direct supervision of the Support Services Manager the Support Services  Senior Assistant will provide financial and administrative assistance, ensuring high quality, accuracy, and effective execution of financial and administrative services and processes, as well as transparent utilization of financial resources. They will promote a client-oriented approach consistent with UNOPS financial rules and regulations.

The functional responsibilities include:
A. Financial Management:

• Review of payment requests for completeness prior to processing to ensure that documentation is complete and all information concerning the payment has been supplied;
• Ensure proper accounting codes used; certification of services rendered/goods delivered is written on the payment document and duly signed by authorized officials;
• Ensure payment to subcontractors are in compliance with terms and conditions of the agreement;
• Review and confirm appropriateness of operational transactions before processing them through the oneUNOPS ERP, in line with the UNOPS policies, regulations, and rules;
• Gather supporting documents for payments and financial reports for projects; preparation of vouchers for projects; Purchase Order vouchers; Pay Cycle and payment execution;
• Issue receipt of goods and services and establishment of accruals.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Enterprize system.
• Maintenance and control of petty cash funds and preparation of reports for replenishment.
• Review cash position for local accounts to ensure sufficient funds for disbursements. Timely identification and recording of receipts for income application. 

B. Administration and Human Resources:

• Assist the Support Services Manager with monthly and quarterly travel planning, and help facilitate flight bookings through the travel agents in accordance with Standard Operating Procedures (SOPs).
• Process requests for visas and liaise with Ministry of Foreign Affairs (MoFA) on the visa status regularly. 
• Keep the visa tracker updated and liaise with the staff when any visa is due for renewal allowing sufficient time for the renewal process. 
• Provide HR support related to absence management, monthly payroll and non-payroll processing, Identity cards processing, letters of introductions, induction and separation processing among others. 
• Assist the Support Services Manager with the recruitment process for local and international recruitments. 
• Ensure HR database, personnel files, leave planner, quarterly travel plan, organizational chart and the UN mandatory training records are always up-to-date. 
• Advise and keep the Support Service Manager updated on the status of pending requests and work deadlines.

 Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

 Education/Experience/Language requirements

Education and Minimum Years of Experience: 

• First level university degree (bachelor or equivalent) with a minimum of 1 years relevant experience, OR 
• Secondary school diploma with a minimum of 5 years relevant experience.

Experience

• Relevant experience is defined as progressive experience in Finance, Accounting, Business Administration, Public Administration, or related fields at the national or international level
• Proficiency in computer literacy is required, including experience with Microsoft Office and Google Suite products, particularly Google Sheets, Google Docs, and Slides.
• Experience working with UN/UNOPS financial rules and regulations is desired,
• Experience in UN system organisations is desired.

Language: 

• Fluency in English (reading, writing, speaking) is required 
• Fluency in Arabic (reading, writing, speaking) is required 
• Fluency in another UN official language is desired

 Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 
• For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete)  in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

 Contract type, level and duration

• Contract type: Individual Contractor Agreement (ICA)
• Contract level: ICS-5 (LICA-5)
• Contract duration: Ongoing, subject to organizational requirements and funds availability