Key Duties and Accountabilities
Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance with administrative activities with UN/OCHA rules, regulations, policies and strategies.
Provision of inputs to the Sudan administrative business processes mapping and implementing the internal standard operating procedures (SOPs).
Preparation of administrative team results-oriented workplans.
Ensures efficient administrative support, focusing on achievement of the following results:
Support of Administration activities focusing on achievement of the following results:
Full compliance with administrative activities with UN/OCHA rules, regulations, policies and strategies.
Support with protocol matters, registration of staff, visa issuance and coordination with the local immigration authorities.
Oversee the maintenance of office equipment.
Maintenance of standard services/office space management to ensure integrated activities on common services and implementation of the UN reform.
Briefing/debriefing of staff members on issues relating to the area of work
Assist in the issuance of UN IDs.
Provides support to the administration of travel of staff, focusing on achievement of the following result:
Process Travel requests in Coordination with OCHA Sudan Travel Team.
Act as the focal point with UNHAS
Liaise with UNON Travel Processing Unit for the approval of travel request and issuance of the ticket
Arrange hotel reservations for UNOCHA officials
Act as a focal point for cargo shipments.
Support for Procurement Activities, focusing on the achievement of the following results
Organization of procurement processes for OCHA Sudan country Offices based in Nairobi, including preparation of RFQs, ITBs, or RFPs documents, receipt of quotations, bids, or proposals, and their preliminary evaluation. Preparation of POs.
Organization and coordination of shipments from HQ and customs clearance.
Arrangements of workshops, conferences, retreats
Coordination of the provision of reliable and quality office supplies
In collaboration with UNDSS, ensure the MORSS compliance for the Office
Ensures proper common services focusing on achievement of the following result:
Maintenance of standard services/office space management to ensure integrate
Activities on common services and implementation of the UN reform.
Supports knowledge building and knowledge sharing in Sudan, focusing on achievement of the following results:
Training of staff on the administrative procedures
Briefing/debriefing of staff members on issues relating to the area of work
Sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
Competencies
Core:
Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.
Cross-Functional & Technical competencies
Technical Competencies
Customer Satisfaction/Client Management
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
Provide inputs to the development of customer service strategy.
Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Operations Management
Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organization’s assets into the best results in the most efficient way.
Knowledge of relevant concepts and mechanisms.
Communication
Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Ability to manage communications internally and externally, through media, social media and other appropriate channels
Required Skills and Experience
Education:
Secondary education. Certification in administration, logistics, business, procurement, admin or related areas with a combination of six (6) years of relevant experience is required.
A University (Bachelor’s degree) Degree in administration, logistics, business, procurement, admin, or a related field with a combination of three (3) years of relevant experience would be desirable, but it is not a requirement.
Experience:
Minimum Six (6) years (with Secondary education) or 3 years (with Bachelor degree) of relevant experience in protocol, administration, logistics and procurement with an international organization is required.
Knowledge of ERP system is required.
Experience dealing with international procurement is desirable.
Experience in customs clearance and shipment of goods is desirable.
Experience in the usage of computers and office software packages (MS Word, Excel, etc).
Fluency in English is required
The national language of the duty station, Swahili.
Valid Driving License
Apply via :
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