Senior Administrative Associate, (GS7), (Fixed Term Appointment) Port Sudan, Sudan (for Sudanese nationals only)
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Job no: 579737
Contract type: Fixed Term Appointment
Duty Station: Port Sudan
Level: G-7
Location: Sudan
Categories: Administration
UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.
At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.
UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.
Visit our website to learn more about what we do at UNICEF.
For every child, Results
II. Organizational Context and Purpose for the job
Background:
Sudan is the third largest country by land area in Africa and is geo-strategically important being located at the cross-roads of Sub-Saharan Africa, East Africa and the Middle East. It has long been a center of trade and commerce and link between neighbouring countries. The country has significant natural resource endowments, including vast arable lands, water, forests, minerals, and precious metals.
Sudan’s history has been marked by coups, political instability, and conflict, which is hindering socio-economic development gains.
The last five years were marked by several rapid political changes. Despite the efforts to shield Sudan’s poor from the effects of the economic adjustments, Sudan’s economic crisis worsened over time, exacerbated by the effects of COVID-19. In April 2023 the situation escalated further into open violent conflict between the Sudanese Armed Forces (SAF) and the Rapid Support Forces (RSF), reactivating over time also prior fault lines in different parts of the country. With the state of the economy already precarious, exacerbated by social unrest, shortages of basic services and livelihood inputs, and freezing of foreign assistance, the military conflict risks pushing the country into a state of collapse.
Fighting between the RSF and the SAF in various states as well as heavy clashes in Khartoum and other urban areas has led to significant displacement of millions of people, both internally and across the border into neighbouring countries. Approaching a year of conflict, almost all schools across the country remain closed.
UN entities are working with international and national NGOs to address the immediate needs. Basic services across Sudan have been characterized by weak capacity for delivery, low levels of public expenditure, shortage of qualified personnel, and inadequate infrastructure; further strained by the conflict, including pressure by displaced populations.
UNICEF is responding to the crisis by providing integrated Health, Nutrition, WASH, Education, Child Protection, and Cash assistance. While much of the response is focused on humanitarian interventions UNICEF and other partners are also aiming to build on Sudan’s strong community-based organizations, and lessons learned from other projects, to provide sustainable community led basic services.
How can you make a difference?
III. Key functions, accountabilities and related duties/tasks
KEY END-RESULTS
1. Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the country or sub-country levels.
2. The budget preparation and implementation are properly administered in the area of administrative management and services.
3. Operations of delivery of administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.
4. Property management of administrative supplies, office equipment, vehicles and other properties is effectively performed.
5. All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.
6. Staff capacity is enhanced through active staff learning/development programmes in the area of administrative support and services.
7. Effective working relations are maintained with other agencies, local authorities and implementing partners.
8. Staff travel entitlements are efficiently and timely reviewed verified and processed.
9. Provide advice and guidance to staff on the staff travel entitlements and safeguards the travel rules regulation as per UNICEF’s travel policy.
10. Manage interagency SLAs ensuring timely renewal, efficient ordering of services and effective settlement of payments.
11. Administer the Administration section Petty cash to ensure full compliance with the UNICEF rules and regulations.
12. Any other assigned administrative support responsibilities and services are effectively carried out and delivered.
Summary of key functions/accountabilities:
- Appropriate and consistent interpretation and application of administrative policy and procedures timely implemented to support operations at the country or sub-country levels.
Provides practical input on implementation of administrative guidelines, in close coordination with the head of office, operation staff/ supervisor.
Supports supervisor and the head of the office, and updates staff on administrative policies, procedures rules and regulation. Implements the appropriate application and interpretation of administrative rules, regulations, policies and procedures. Briefs and assists arriving and departing staff on basic administrative procedures and requirements.
Contributes to recommendations on the improvement of internal controls systems taking into account the prevailing conditions in the locality.
Keeps supervisor abreast of potential problem areas, prepares reports on administrative matters as required.
Provides administrative support and services to sub-country (zone) offices and out postings, where applicable, including preparation and funding of service contracts, preparations of PGMs for all admin supplies and guidance on administrative procedures.
2. The budget preparation and implementation are properly administered in the area of administrative management and services.
Assists supervisor in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes. Assists zone offices in the establishment and maintenance of administrative services and the administrative budget.
3. Operations of delivery of administrative support services are timely and effectively provided, and security arrangements are well established for enhanced safety and security.
Assists Chief Operations and/or Chief of Field offices in the establishment and maintenance security arrangements and related administrative services.
4. Property management of administrative supplies assistance ensures, office equipment, vehicles and other properties is effectively maintained
Supports management of administrative supplies, office equipment and vehicles, updating inventory of items, serving as ex-officio member to the Property Survey Board where applicable. Assists supervisor in Property Survey Board submissions, preparing minutes of meetings. Assists supervisor in executing PSB recommendations approved by the Head of Office.
Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards,
5. All administrative transactions and arrangements of contracts satisfy the requirements as stipulated and are in compliance with the applicable policies, procedures, rules and regulations.
Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.
Contributes to the reviews of contractual arrangements related to administrative support (i.e. courier, premises maintenance, ancillary administrative support, vehicle maintenance, equipment maintenance etc.) to ensure that the terms and conditions of all contracts are being adhered to by providers of goods and services. Proposes to supervisor any changes that may be required.
Monitors payments against contractual obligations.
6. Staff learning and development
Develops training activities to ensure effective performance and efficiency in admin services management. Implements effective staff learning and development programme activities for capacity building. Contributes to workshops for staff’s competency building, staff learning and development, career development.
7. Partnership, coordination and collaboration
Support effective working relations with other agencies, local authorities and implementing partners on issues relating to administrative matters through information exchange, collaboration, and harmonization. Cooperates with other UN agency counterparts in the UN reform initiatives (including common services and premises agenda, etc.).
8. Staff travel entitlements are efficiently and timely reviewed verified and processed.
Verify Compliance: Review travel requests to ensure alignment with UNICEF's travel policies, guidelines, and entitlements (e.g., class of travel, allowances, and official mission duration).
Check Supporting Documents: Confirm that necessary documents, such as approved Travel Authorizations (TAs), Security Clearances (SCs), and itineraries, are attached and complete.
Ensure Accuracy: Validate travel details, including destination, purpose, and duration, to ensure consistency with organizational requirements.
Assess Eligibility: Verify staff members' travel entitlements, such as daily subsistence allowance (DSA), travel advance, and ticket class, based on their grade, destination, and type of mission.
Policy Adherence: Confirm adherence to travel standards for field missions, duty station relocations, and emergency deployments.
Liaise with HR: Coordinate with the HR section for travel related to onboarding, relocations, or separations to ensure proper entitlements.
Engage with Finance: Work with the finance unit to facilitate timely disbursement of travel advances and reimbursements.
Communicate with Staff: Maintain clear communication with staff to resolve queries, provide guidance on policies, and confirm travel arrangements.
9. Manage interagency SLAs ensuring timely renewal, efficient ordering of services and effective settlement of payments.
Service Level Agreement (SLA) Management:
Maintain a comprehensive database of all interagency SLAs, including service details, costs, and expiration dates.
Ensure SLAs are reviewed well in advance of their expiration to allow for necessary adjustments or renegotiations.
Coordinate with relevant UN agencies or service providers to finalize SLA terms, ensuring alignment with organizational needs and budgetary constraints.
Timely Renewal:
Establish a calendar of SLA renewal deadlines and proactively notify relevant stakeholders.
Initiate the renewal process by gathering feedback on service performance and identifying potential areas for improvement.
Facilitate timely approvals and documentation to avoid disruptions in services.
Efficient Ordering of Services:
Ensure that services covered under SLAs are ordered and delivered as per agreed terms and conditions.
Monitor the utilization of services to ensure they align with organizational requirements and budget allocations.
Act as a focal point to resolve issues related to service delivery or quality in collaboration with service providers.
Effective Settlement of Payments:
Verify service invoices against SLA terms and validate their accuracy before processing for payment.
Coordinate with the finance team to ensure timely disbursement of payments to service providers, avoiding penalties or service interruptions.
Maintain accurate financial records related to SLAs for audit and reporting purposes.
Performance Monitoring and Reporting:
Regularly review the performance of SLAs against agreed key performance indicators (KPIs).
Prepare reports on SLA performance, including cost analysis, service quality, and compliance with terms.
Recommend improvements to SLA structures to enhance efficiency and cost-effectiveness.
Stakeholder Engagement:
Serve as a liaison between the UNICEF and service providers, maintaining open communication and fostering strong partnerships.
Provide guidance and training to staff on SLA processes, ensuring adherence to protocols and efficient use of services.
10. Administer the Administration section Petty cash to ensure full compliance with the UNICEF rules and regulations.
Petty Cash Disbursement and Tracking
Ensure that all petty cash transactions are conducted in strict adherence to UNICEF financial policies and procedures. Verify the validity and accuracy of requests before disbursing funds, ensuring they are within the approved limits and purposes.
Reconciliation and Documentation
Maintain accurate and up-to-date petty cash records by reconciling receipts and expenditures regularly. Prepare and submit monthly reports, ensuring proper documentation and approval of all transactions.
Compliance and Audit Readiness
Regularly review petty cash processes to ensure compliance with UNICEF’s internal controls and financial regulations. Address audit queries promptly and implement recommendations for improving cash handling and reporting procedures.
Cash Flow Management
Monitor the petty cash balance to ensure sufficient funds are available for operational needs. Proactively request replenishments as required to avoid disruption of services.
11. Performs any other duties and responsibilities assigned as required.
If you would like to know more about this position, please review the complete job Description here: 
Senior Administrative Associate G7.doc
Minimum requirements:
VII. Recruitment Qualifications
- Education: Completion of Secondary School, University level courses in administration, finance, or any other related field of discipline relevant to the job is an asset.
- Work Experience:
7 years of relevant professional work experience with both national and international work experience in office management, administration, finance, accounting, human resources, supply or any other relevant function.
Experience in the area of travel and staff entitlements is an added value
Work experience in emergency duty station is an added value. - Language Requirements: Fluency in English is required. Knowledge of Arabic is an asset
For every Child, you demonstrate...
UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values
VI. UNICEF values and competency Required (based on the updated Framework)
Core Values Core Values: · Care · Respect · Integrity · Trust · Accountability · Sustainability
Core Competencies (For Staff without Supervisory Responsibilities)
- Demonstrates Self Awareness and Ethical Awareness (1)
- Works Collaboratively with others (1)
- Builds and Maintains Partnerships (1)
- Innovates and Embraces Change (1)
- Thinks and Acts Strategically (1)
- Drive to achieve impactful results (1)
- Manages ambiguity and complexity (1)
Familiarize yourself with our competency framework and its different levels.
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious or ethnic background, and persons with disabilities, to apply to become a part of the organization. To create a more inclusive workplace, UNICEF offers paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. Click here to learn more about flexible work arrangements, well-being, and benefits.
According to the UN Convention on the Rights of Persons with Disabilities (UNCRPD), persons with disabilities include those who have long-term physical, mental, intellectual, or sensory impairments which, in interaction with various barriers, may hinder their full and effective participation in society on an equal basis with others. In its Disability Inclusion Policy and Strategy 2022-2030, UNICEF has committed to increase the number of employees with disabilities by 2030. At UNICEF, we provide reasonable accommodation for work-related support requirements of candidates and employees with disabilities. Also, UNICEF has launched a Global Accessibility Helpdesk to strengthen physical and digital accessibility. If you are an applicant with a disability who needs digital accessibility support in completing the online application, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF.
UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.
Remarks:
UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable Female candidates are encouraged to apply.
Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.
All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.
Additional information about working for UNICEF can be found here.
Advertised: E. Africa Standard Time
Deadline: E. Africa Standard Time