Organization: UNDP – United Nations Development Programme
Location: Nairobi
Grade: Level not specified – Level not specified
Occupational Groups:
Closing Date: 2024-07-12
Background
The United Nations (UN) Office for the Coordination of Humanitarian Affairs (OCHA) is the UN Secretariat department responsible for bringing together humanitarian actors to ensure a coherent response to complex emergencies and natural disasters. OCHA also ensures that there is a framework within which each actor can contribute to the overall response effort.
OCHA Sudan addresses and facilitates issues relating to coordination, communications, and humanitarian financing, and serves the entire humanitarian community. In doing this, OCHA works with the Sudanese Government’s Humanitarian Aid Commission (HAC) and other government counterparts. OCHA provides support to the Humanitarian Coordinator (HC) and the Humanitarian Country Team (HCT) in Sudan. Working with the entire humanitarian community, OCHA looks to foster a conducive operating environment that facilitates the effective delivery of humanitarian assistance (both material assistance and protection assistance). Crucially, OCHA promotes compliance with humanitarian principles in the humanitarian response. This is an essential element of effective humanitarian coordination and is central to establishing and maintaining access to affected populations, particularly in conflict-affected areas of Sudan.
Duties and Responsibilities
Under the direct supervision of the Administrative/Finance Officer, the Protocol Associate will play a key role in ensuring the primary objectives of OCHA Sudan are met.
The Protocol Associate works in close collaboration with the operations, programme and projects’ staff in the country office, with UNDP and OCHA Administration office in Geneva for resolving admin-related issues and information exchange. The Administrative Associate promotes a client, quality and results-oriented approach.
Summary of Key Functions:
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
1. 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.
2. Ensures efficient administrative support, focusing on achievement of the following results:
Organization and coordination of shipments and customs clearance
Organization of workshops, conferences, retreats
Support with protocol matters, registration of staff, coordination with the local authority on space and other administrative matters.
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, their preliminary evaluation. Preparation of POs.
Oversee the maintenance of office equipment.
In collaboration with UNDSS, ensure the MORSS compliance for the Office
3. Provides support to the administration of travel of staff, focusing on achievement of the following result:
Coordination of travel arrangements for OCHA staff
Act as travel administrator Officer for National staff
Act as the focal point with UNSOS MOVCON and UNHAS.
Coordination of DSA, travel agencies, and other administrative surveys, surveys for the organization of standard services.
Follow up with travel agent for timely feedback on ticketing and quotes
Liaise with UNON Travel Processing Unit for the approval of travel request and issuance of the ticket
Arrange hotel reservation for UNOCHA officials
Process request for Visa of staff for Official business
Coordination of the provision of reliable and quality office supplies
4. Provides support to the Management of Transport services, focusing on achievement of the following results:
Coordination of transportation services, regular vehicle maintenance and insurance.
Checking and certifying of vehicle daily log and gas consumption,
update and maintenance of vehicle history report.
Oversee the correct use of fuel.
Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
Ensure insurance coverage for office vehicles.
Supervises the office drivers.
Prepare cost recovery data for the private use of office vehicles.
Provision of the information for the audit
5. Ensures proper common services focusing on achievement of the following result:
Maintenance of standard services/office space management to ensure integrated
activities on common services and implementation of the UN reform.
6. 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.
Competencies
Core Comptencies
Innovation – Ability to make new and useful ideas work : Level 3: Adapts deliverables to meet client needs
Leadership – Ability to persuade others to follow: Level 3: Proactively seeks and recognizes contributions of others
People Management – Ability to improve performance and satisfaction: Level 3: Appropriately involves team in different stages of work and decision-making
Communication – Ability to listen, adapt, persuade and transform: Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Delivery – Ability to get things done while exercising good judgement: Level 3: Takes responsibility for addressing critical situations and delivering core value
Cross-functional and technical competencies
Building Partnerships – Maintaining a network of contacts: Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Job Knowledge/Technical Expertise – Fundamental knowledge of processes, methods and procedures: Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Promoting Organizational Change and Development – Presentation of information on best practices in organizational change: Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Client Orientation – Establishing effective client relationships analys: Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Required Skills and Experience
Education:
Secondary education. Certification in administration, logistics, business, procurement, admin or related areas with a combination of seven (7) 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 four (4) years of relevant experience would be desirable, but it is not a requirement.
Experience:
Seven (7) years of relevant experience with a secondary education or four (4) years with a Bachelor in administration, logistics and procurement with an international organization is required.
Knowledge of ERP system is required
Experience dealing with international procurement is required
UN Procurement Certification Programme Is required (CIPS, UN Procurèment Campus). CIPS level 3 required. If certification is not available at the time of recruitment, it should be obtained within one year. CIPS level 2 required at the time of recruitment.
Support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable
Language:
Proficiency in wirtten and oral English is required.
The national language of the duty station. Working knowledge of other UN language is desirable
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Applicant information about OCHA rosters
Note: OCHA 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 UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
OCHA 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.
OCHA 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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