Administration Assistant

Job Highlight

This role offers an opportunity to contribute to meaningful projects that improve the lives of communities in Sudan. The position provides valuable experience in project administration within an international organization and opportunities for professional growth.

About the Region

The UNOPS Africa Regional Office, based in Nairobi, Kenya, oversees the delivery of over 250 projects across 40 countries, with a focus on fragile and conflict-affected settings. Supported by more than 1,000 personnel across five multi-country offices—spanning North, West, Central, Eastern and Southern Africa, and the Horn of Africa—the office advances national priorities through strategic initiatives in Climate Action, Health, Infrastructure, Peace and Security, Middle-Income Country Support, and Small Island Developing States (SIDS). The Regional Office provides strategic leadership, operational support, and oversight in key areas including Partnerships, Communications, Management and Oversight, Infrastructure and Project Management, Health and Safety, and Security. By promoting excellence in project delivery, fostering knowledge sharing, and driving continuous improvement, the office contributes to sustainable infrastructure, transparent resource management, and a better quality of life for communities across the continent.

About the Country/Multi-Country Office

Based in Addis Ababa, the Horn of Africa Multi-Country Office (HAMCO) delivers project management, procurement, and infrastructure services across Djibouti, Ethiopia, South Sudan, and Sudan, with a primary focus on health, agriculture, and economic development. Established in 2009, HAMCO partners with governments and development stakeholders to implement impactful, results-driven initiatives that contribute to sustainable development. Since 2024, new projects have been aimed at expanding access to healthcare, education, energy, and livelihoods, particularly in underserved and conflict-affected regions. HAMCO also provides human resource management services, supporting the effective implementation of development initiatives. Key efforts include equipping research facilities, strengthening education and health systems, building vaccine research capacity, and enhancing resilience in communities affected by crisis. Through these interventions, HAMCO contributes to inclusive growth, regional stability, and the achievement of the Sustainable Development Goals (SDGs) across the Horn of Africa.

About the Project Office

Established in 2005, UNOPS Sudan is a key partner in advancing community well-being through infrastructure, procurement, and project management services that support humanitarian, recovery, and sustainable development efforts. UNOPS contributes to improved access to clean water, supports peacekeeping operations, and assists in implementing the 2020 Juba Peace Agreement by helping operationalize the Permanent Ceasefire Committee for Darfur in collaboration with UNITAMS. Ongoing initiatives focus on enhancing access to water and strengthening health services across the country, with particular efforts in Kassala state to expand diagnostic capacity and upgrade healthcare infrastructure. Through these projects, UNOPS supports stability, resilience, and improved living conditions for communities across Sudan.

Job Specific Context

This position is crucial for providing administrative support to project teams in the Sudan Country Office, ensuring efficient project operations and adherence to UNOPS procedures. The Administration Assistant will be involved in the preparation and managing of project documentation, coordinating logistics, and facilitating communication among project stakeholders.

Role Purpose

For this role the Administration Assistant will be the project clerk, tasked to provide administrative and clerical support to project teams, ensuring the smooth and efficient operation of project activities. The role involves managing project documentation, coordinating logistics, and assisting with communication and reporting tasks.

Functions / Key Results Expected

Project Documentation Management

• Maintain accurate and organized project files, both in hard copy and electronic formats.
• Assist in the preparation and distribution of project documents, reports, and presentations.
• Support the monitoring of project progress against planned milestones and deliverables
• Ensure that all project documentation is complete, up-to-date, and easily accessible.
• Implement and maintain a standardized electronic filing system (e.g., shared drive) for easy retrieval of project documents.
• Track and archive all contractual agreements, partner Memorandums of Understanding (MOUs), and official correspondence related to the project.
• Conduct regular quality checks on documentation to ensure adherence to established formatting guidelines.

Logistical Support

• Assist in coordinating travel arrangements, meetings, and workshops for project staff and stakeholders.
• Support the procurement of project supplies and equipment, following UNOPS procedures.
• Assist in managing project inventory and assets.
• Process Daily Subsistence Allowance (DSA) requests and expense claims for project staff traveling to field locations.
• Support the organization of project events, workshops, and training sessions, including participant registration and logistical arrangements.
• Manage venue bookings, material preparation, and catering logistics for project workshops and training sessions.

Communication and Reporting

• Assist in drafting and distributing project communications, including emails, memos, and newsletters.
• Support the preparation of project progress reports and other reporting documents.
• Maintain effective communication with project team members and stakeholders.
• Track and monitor deadlines for internal and external reporting to donors and relevant UNOPS departments.
• Prepare and maintain a current contact database of project partners, government officials, and community focal points.
• Contribute to knowledge building and knowledge sharing, development of project best practices lessons learned and knowledge management.

Administrative Support

• Provide general administrative support to the project team, including photocopying, filing, and data entry.
• Assist in managing project correspondence and responding to inquiries.
• Support the organization of project events and activities.
• Schedule appointments, maintain the project team's shared calendar, and manage reminders for key operational deadlines.

Financial Support

• Assist in processing payments and invoices, ensuring compliance with UNOPS financial regulations.
• Support the monitoring of project expenditures and budgets ensuring compliance with UNOPS financial regulations.
• Assist in preparing financial reports and documentation for internal and external stakeholders.
• Cross-reference invoices and purchase orders against project delivery reports before submitting for payment approval.
• Support the preparation of budget revisions by compiling historical expenditure data as requested by the finance team.

Skills

Appointment Scheduling, Communication, Data Entry, Document Management, Logistics Management, Monitoring, Evaluation, and Learning, Quality Assurance, Reporting

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education Requirements

Required

• Secondary/ High School Diploma

Desired

• A Technical/Professional Diploma or higher (e.g., University Degree) in Business Administration, Financial Management, Accounting or Logistics.

Experience Requirements

Required

• Four years of experience in providing administrative, logistical or financial support to projects or teams.
• Experience in managing project documentation and coordinating logistics.

Desired

• Experience working in an international organization or NGO.
• Experience with financial record-keeping and reporting

Language Requirements

LanguageProficiency LevelRequirementEnglishFluentRequiredArabicFluentRequired

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
• Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement. Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few mandatory courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• For more details about the contract types, please click here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.