Programme Administrative Associate (Port Sudan) – UNV

Job Description

Organization	United Nations Volunteers
Description of the assignment title	Programme Administrative Associate
Host entity	UNFPA
Assignment country	Sudan
Duty stations	Port Sudan
Type	National
Number of assignments	1
Advertisement end date	05/05/2026

Details

Mission and objectives

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.

UNFPA supports:

• Sexual and reproductive health (SRH) for all, particularly women and girls in more than 150 countries – home to more than 80 per cent of the world’s population. SRH includes:
   The health of pregnant women, especially the 10-15 million who face life-threatening complications each year
   Reliable access to modern contraceptives sufficient to benefit 20 million women per year
   Training of thousands of health workers, particularly midwives to help ensure at least 80 per cent of all childbirths are supervised by skilled attendants
   Prevention of teen and early pregnancies, complications of which are the leading cause of death for girls 15-19 years old
   Delivery of safe birth supplies, dignity kits and other life-saving materials to survivors of conflict and natural disaster
• Prevention of gender-based violence (GBV), one of the most common forms of violence today affecting 1 in 3 women across the globe
• Abandonment of female genital mutilation, which harms 3 million girls annually
• Gender-responsive, age appropriate Comprehensive Sexuality Education (CSE)
• Efforts to end child marriage affecting 12 million girls every year
• Countries in development of youth policies and reproductive, maternal, newborn, child and adolescent health policies and action plans.
• Population census, demographic health surveys, research, data collection and analysis, which are essential for development planning as well as in humanitarian settings

Context

The Programme Administrative Associate supports the effective implementation of UNFPA programme activities in the Country Office (CO). He/she performs a range of standard administrative, financial, and procurement tasks to ensure smooth programme operations.
He/she possesses a strong knowledge of UNFPA administrative and operational rules, guidelines, and procedures, and demonstrates a client-oriented, results-focused approach in applying them. He/she provides advisory support to programme and project staff to ensure efficient administrative processes that enhance programme and project delivery.

Additional Information:

National UN Specialist Volunteers in Sudan are entitled to:

• Monthly Volunteer Living allowance (VLA) in the amount of 1,597.25 USD.
• Danger and Hardship Differential (DHD): 575. USD.
• Annual and learning leaves.
• Free Medical and life insurance.
• Free access to different learning platforms.

Task description

● Provide day-to-day administrative and logistical support to programme teams, including travel arrangements, event coordination, and procurement requests.

● Assist in tracking programme implementation activities, ensuring timely follow-up on deliverables, reports, and field missions.

● Support the preparation of requisitions, follow-up on payments, maintain financial records, and assist with HR-related actions (e.g. contract extensions, onboarding support).

● Maintain organized files for programme activities, partner agreements, and project documents, ensuring accessibility and compliance with audit requirements. ● Liaise with implementing partners for administrative needs, including agreement processing, reporting timelines, and logistical support.

● Assist in collecting and consolidating data for programme reports, monitoring tools, and donor submissions.

● Support asset tracking and supply follow-up in coordination with Supply Chain and Logistics teams.

● Act as a point of contact between programme staff and Operations (Finance, HR, Procurement), facilitating smooth coordination and problem-solving.

● Examining and processing payroll entitlements and submit to UNDP on a timely basis, including ensuring that overtime calculations are submitted and approved.

● Supporting the different units with the hiring and onboarding of consultants according to the UNFPA rules and procedures and ensuring the consultant policies are observed.

● Reviewing and monitoring charges for common services and cost recovery, taking into

● account maximum cost efficiency; representing UNFPA’s interests in financial negotiations and agreements

● Develop and maintain tools and mechanisms for efficient monitoring of programme and project budgets.

● Follow up with UNDP on payment processing, forecast submissions, and clearance of outstanding debit notes.

● Facilitate payroll-related tasks, including overtime and danger pay calculations for national and international staff.

● Monitoring the petty cash account and do petty cash surprise cash count for the custodians and monitoring the fuel account and ensure reconcile balance.

● Conduct spot checks and field monitoring visits to implementing partners, assessing financial records and compliance.

● Assist in preparing training materials and participate in capacity-building sessions for implementing partners.

● Conduct audit preparation for the implementing partners and ensure effective internal control systems are in place and followed.

● Provide support during audits, including compiling required documents and responding to audit queries.

● Supervise administrative and clerical staff as required.

● Perform any other duties as assigned by the supervisor.

Eligibility criteria

Age

18 – 80

Required experience

3 years

Nationality

Candidate must be a national, legal resident or hold refugee status in the country of assignment.

Assignment requirements

Relevant experience

3 years

Languages

Arabic, Level: Fluent, Required English, Level: Native language, Required

Required education level

Secondary education

Competencies and values

Values:

• Exemplifying integrity,

• Demonstrating commitment to UNFPA and the UN system,

• Embracing cultural diversity,

• Embracing change Core Competencies:

• Achieving results,

• Being accountable,

• Developing and applying professional expertise/business acumen,

• Thinking analytically and strategically,

• Working in teams/managing ourselves and our relationships,

• Communicating for impact Functional Competencies:

• Managing the organization’s financial resources

• Providing procurement services

• Ensuring facilities and assets management

Skills and experience

Minimum three years of relevant experience in administration, finance or office management; proficiency in current office software applications, web-based management and ERP financial systems; detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment; excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) Have an affinity with or interest in gender equality and women’s rights work, volunteerism as a mechanism for durable development, and the UN System.

Area(s) of expertise

Administration, Communication, Development programmes

Driving license

–

Other information

Volunteerism is understood as a wide range of activities undertaken of free will, for the general public good, for which monetary reward is not the principal motivating factor.

Living conditions and remarks

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

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