Administrative Assistant/Protocol, Port Sudan, Sudan

General

Description of assignment title: Administrative Assistant/Protocol

Assignment country: Sudan

Duty stations: Port Sudan

Work location: On UN premises

Expected start date: 07/01/2026

Duration: 6 months(with possibility of extension)Long-term benefits and allowances

Sustainable Development Goal: 3. Good health and well-being

Host entity: UNFPA

Modality: Onsite

Type: National

Volunteer category: Associate UCoS from Apr2026

Work schedule: Full-time

Number of Assignments: 1

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 a year
  •  Training of thousands of health workers, particularly midwives to help ensure at least 80 per cent of all child births 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

• UNFPA is the lead UN agency working to achieve a world where every pregnancy is wanted, every childbirth is safe, and every young person's potential is realized. The UN Volunteer will support the UNFPA Sudan Country Office.
• Under the direct supervision of the Administrative Analyst, the Administrative Assistant/Protocol will support the implementation of UNFPA Sudan's Operations, and the role also involves provision of administrative services ensuring high quality, accuracy and consistency of work in line with UNFPA rules and regulations.
• Additional Information:
• National UN Specialist Volunteers in Sudan are entitled to:
  • Monthly Volunteer Living allowance (VLA) at 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

Protocol and Relations with Other UN Agencies

• Processing and follow-up to obtain entry visas, work/stay permits, and registration for international staff and their dependents and visitors, ensuring that all staff have valid stay permits.
• Issuance and renewal of diplomatic cards, driving licenses, and VIP bookings for the Representative and international staff as required.
• Processes and obtains all necessary government permits and licenses for the United Nations Population Fund (UNFPA).
• Ensures timely processing of travel permits for vehicle missions, including travelers who are national and international staff, through local authorities and the Humanitarian Aid Commission (HAC).

Support Temporary - Port Sudan Premises and Guest House

• Manage UNFPA guesthouse and accommodation in Port Sudan (booking & billing, cleaning, housekeeping, furnishing).
• Submit guesthouse payment information per guest to the Finance team for payroll each month in coordination with the Administrative Analyst.
• Timely processing of payments related to general services and maintenance such as repairs, electricity, rent, tap water, stationery, drinking water for premises, and office supplies to ensure continuity of services.
• Prepare comprehensive and accurate monthly data entry and periodic guesthouse management reports for review.
• Respond to all requests for maintenance and repair works in a timely manner; supervise and support personnel involved.

Administrative Routine Tasks

• Ensure invoices are well supported and prepare payment requests to be submitted to the Finance Section, including requisition creation and purchase orders in the system.
• Timely processing of staff mobile allowance payments and reconciliation, distribution to staff, and preparation for postpaid lines reconciliation by staff.
• Support organization of conferences, workshops, and retreats.
• Process shopping procurement requests for goods and services, ensuring transparency, in coordination with the Administrative Analyst.
• Prepare overtime records for all staff and ensure all needed supporting documents are properly filed.
• Maintain the filing system through iDocs documentation.
• Supervise administrative and clerical staff as required.

Vehicle Services

• Support and coordinate daily vehicle transportation for staff and official missions within Sudan in coordination with the Administrative Analyst.
• Coordinate and implement regular and preventive vehicle maintenance; update vehicle records, logs, and service history; and prepare annual history reports.
• Ensure readiness of vehicles and availability of safety equipment (first aid kits, fire extinguishers, and other safety items).
• Process and obtain UNFPA vehicle annual registrations in coordination with the Administrative Analyst and the Ministry of Foreign Affairs (MOFA).
• Ensure, in coordination with drivers, accurate recording of daily vehicle logs and fuel consumption; monitor and track fuel availability in liaison with the Administrative Analyst.
• Process payments related to vehicle leasing in accordance with established procedures and contractual agreements.
• Carries out any other duties as may be required by the Head of the Administration Section or the International Operations Manager.

Eligibility criteria

Age: 18 - 80

Required experience: 1 month

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: Fluent, 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
• Functional Competencies:
  • Managing the organization's resources
  • Developing ICT standards and applications Managing data, information and workflow
• 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

Skills and experience

• Relevant administrative / procurement / protocol / logistics experience preferably with UN organizations and/or other international organizations.
• Computer skills:
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Experience in handling of web-based management systems

Area(s) of expertise

• Administration, Facilities management, shelter

Driving license

Other information