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Administrative Associate, GS-6, Temporary Appointment (364 days), Medani, Sudan#132111

Apply now Job no: 582264
Contract type: Temporary Appointment
Duty Station: Wadi Madani
Level: G-6
Location: Sudan
Categories: Administration

UNICEF, guided by the Convention on the Rights of the Child, works together with partners in 190 countries and territories to promote and advocate for the protection of the rights of every child.

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, support

Sudan, surrounded by the Central African Republic, Chad, Egypt, Ethiopia, Eritrea, Libya and South Sudan, positioned next to East, West, and North Africa, is surrounded by complex conflicts in an unpredictable, volatile and rapidly evolving region. Sudan is by size the third biggest country in Africa, with a diverse population of around 42 million people. Sudan’s children make up half of the total population, and the past two decades have seen their lives significantly improve: fewer girls and boys are dying before their fifth birthday, primary school attendance is increasing, immunization coverage is high and the country remains polio free. Still, millions of children continue to suffer from protracted conflict in Darfur, the Kordofans, and Blue Nile, from seasonal natural disasters, malnutrition and disease outbreaks, and from under-investment in basic social services. More than three million of Sudan’s school aged children are not in the classroom. UNICEF has been in Sudan since 1952 and continues with a presence in 12 of Sudan’s 18 states.

How can you make a difference? 

Summary of Key Functions and Accountabilities:

Budget Monitoring
•Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
•Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
•Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.
•Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.
Office Planning & Project Management
•Ensures the availability of timely, complete and accurate information and data for preparing section work plans and project management plans.
•Undertakes basic research and performs comparative analysis of project/programme related data.
•Monitors project implementation against established milestones and makes recommendations to improve performance.
•Helps ensure timely compliance with agreed deadlines.
•Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information. Procurement
•Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
•Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
•Maintains up-to-date vendor lists, partners, and consultant rosters.
Communications & Workflow
•Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
•Manages incoming and outgoing correspondence, e-mails and telephone calls.
•Communicates routine and some non-routine information pertaining to the work of the team.
•Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate.
Calendar/Meetings/Correspondence Management
•Maintains office calendar and arranges meetings
•Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
Events/Logistics
•Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
•Arranges times through liaising with participants over availability.
•Liaises with budget focal points and section over costs and needs.
•Prepares background materials for participants and uploads cleared materials on the intranet.
•Prepares and maintains agendas on meetings and events related to the work group commitments.
Travel
•Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
•Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
•Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
•Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
•Monitors travel certification and report back to the team.
Invoice Processing
•Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
•Uploads electronic files and verifies results to destination system.
•Responds to client transaction status and other inquiries.
Supplies/Equipment
•Supports management of administrative supplies, office equipment, and updating inventory of items.
•Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
•Arranges for the purchase and timely distribution of office supplies.
Attendance:
•Maintains and updates a system which monitors the absence of staff.

To qualify as an advocate for every child you will have…

Minimum requirements:

  • Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
  • Work Experience: A minimum of 6 years of relevant administrative or clerical work experience is required.
  • Skills (optional): [Insert technical and non-technical skills]. 
  • Language Requirements: Fluency in English and Arabic is required. Knowledge of another official UN language (French, Spanish, or Russian) is an asset.

Desirables:

  • Developing country work experience and/or familiarity with emergency. 
  • Relevant experience in a UN system agency or organization.

If you are a committed, creative professional and are passionate about children’s rights and making a lasting difference on children’s lives, one of the global leading entities on children’s rights would like to hear from you.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, Accountability, Sustainability (CRITAS), and core competencies in Communication, Working with People and Drive for Results.

UNICEF is also proud of a diverse workforce who are profoundly committed to supporting the full realization of children’s rights, and in uplifting a rights-based approach in all that we do.

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others 

 

Click here to learn more about UNICEF’s values and competencies.

UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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. UNICEF is committed to promote the protection and safeguarding of all children. 

All selected candidates will 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.

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:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable females 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

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