Administration Senior Assistant, Kassala, Sudan

## Administration Senior Assistant, Kassala, Sudan - Organization:UNOPS - United Nations Office for Project Services - Field location:Kassala - Office:UNOPS in Kassala Position Title:Administration Senior Assistant Job Category:Administration Duty Station(s):Kassala Seniority Level:Entry Level Contract Type:ICA - LICA - Support - Regular Contract Level:LICA 5 Posting Start Date:30-Jul-2026 Posting End Date:08-Aug-2026 Duration:One Year, extendable depending on performance and availablilty of fund. Drive smooth office operations by supporting administration, logistics, and client-focused services. 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. The Administration Senior Assistant supports office operations by carrying out a range of standard administrative processes, ensuring accuracy, efficiency and high-quality outcomes. Functions / Key Results Expected Administrative Support - Research and retrieve statistical data from internal and external sources. Prepare statistical charts, tables and reports by extracting and analyzing data from multiple sources. - Follow up on deadlines, commitments and actions, coordinating the collation and submission of reports as required. - Provide administrative support for conferences, workshops and retreats. - Compile and organize information for periodic audits. - Manage petty cash transactions in accordance with established procedures. - Process travel transactions (authorizations and claims) in the ERP system, including requests for visas, identity cards, and other documentation for personnel, UN officials and visitors, ensuring compliance with UN rules and regulations. - Provide information on air services, rates, and schedules for specific itineraries. - Process travel claims, purchase orders, payments, and contracts for travel-related activities. - Organize shipments and customs clearance arrangements, ensuring the preparation of all required documentation for UNOPS shipments (incoming and outgoing) and timely follow-up actions. - Prepare documentation for security clearances. - Arrange hotel reservations and organize airport pickups, hospitality, protocol, customs, and immigration support for visiting UN System officials. - Ensure punctual delivery of official protocol certificates and coordinate with UN departments on documentation related to visas, work permits, security requirements, and health clearances for international staff. - Coordinate with UN departments on import/export or transfer of goods for official purposes. - Maintain strong working relationships with government ministries. - Provide accurate, up-to-date information to staff on required supporting documents for themselves and their dependents, including import/export or transfer requirements. Track the status of submitted documentation for staff and dependents through individual monitoring sheets, ensuring adherence to schedules. - Provide timely updates to individuals or units on administrative steps, project file status, and pending issues. - Supervise transportation services, ensuring quality client service, regular vehicle maintenance, insurance coverage, and monitoring of fuel consumption. - Promptly report and investigate vehicle accidents, damage, loss or theft, and update vehicle history reports. - Oversee external transportation service contractors, including performance monitoring and invoice processing. Inventory and Facilities Management Support - Conduct physical inventory checks and prepare periodic inventory and asset reports. - Serve as custodian for office stationery suppliers, maintaining accurate stock lists, distributing supplies as needed, and keeping detailed distribution logs. - Conduct and report on surveys assessing office maintenance needs and client satisfaction. - Gather information for administrative surveys to support the organization and improvement of common services. Knowledge Building and Sharing - Provide planning support for logistics, travel, inventory and facilities management-related training sessions and learning initiatives. - Participate in the delivery and facilitation of knowledge-sharing activities to build administrative, logistics, travel, inventory and facilities management capacity within the organization. Communication, Data Analysis, Document Management, General Administration, Inventory Management, Logistics Management, Travel Management 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