Organization: UNDP – United Nations Development Programme
Location: Nairobi
Grade: Administrative support – GS-6, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Operations and Administrations
Administrative support
Closing Date: 2025-01-25

Context and Organizational Background

The UN Secretariat department in charge of bringing together humanitarian players to guarantee a cogent response to complicated emergencies and natural disasters is the Office for the Coordination of Humanitarian Affairs (OCHA). Every actor can contribute to the overall response effort within the framework that OCHA guarantees.
OCHA Sudan helps the whole humanitarian community by addressing and facilitating challenges related to communications, coordination, and humanitarian finance. OCHA collaborates with other government agencies including the Humanitarian Aid Commission (HAC) of the Sudanese government to accomplish this.The Humanitarian Coordinator (HC) and the Humanitarian Country Team (HCT) in Sudan get assistance from OCHA. OCHA strives to create a favorable operational environment that supports the efficient provision of humanitarian aid (both material assistance and protection assistance) in collaboration with the whole humanitarian community. Importantly, OCHA encourages the humanitarian response to adhere to humanitarian standards. This is crucial to establishing and sustaining access to impacted communities, especially in Sudan’s conflict-affected areas, and is a necessary component of efficient humanitarian coordination.

Position Objective

The Protocol Associate will be directly supervised by the Administrative/Finance Officer and will be crucial in ensuring that OCHA Sudan’s main goals are fulfilled.

In order to resolve administrative concerns and facilitate information sharing, the Protocol Associate works closely with the country office’s operations, program, and project personnel as well as the UNDP and OCHA Administration offices. The Administrative Associate advocates for a customer-focused, high-quality, and outcome-driven strategy.

Responsibilities:

• implementation of operational strategies
• Efficient administrative support services
• Support to the administration of travel of staff
• Manage the transport   services for the Office
• Support to common services
• knowledge building and knowledge sharing.

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.

• 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

UNOCHA reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNOCHA at the same grade level and with similar job description, experience, and educational requirements.

Non-discrimination

• UNOCHA has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
• UNOCHA is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin, or other status.

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