These positions are open only to Sudanese nationals or individuals who have valid work permits for Sudan.
We are recruiting for multiple duty stations. Kindly indicate your preferred duty station clearly when you complete the job application form.
The Position:
The Administrative/Finance Associate delivers effective financial advice and services to internal and external clients, providing finance related guidance to both Country Office (CO) and UNFPA supported projects.
You will report to the Finance Analyst and will work in collaboration with the Finance Associate.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
The Administrative/Finance Associate will support the effective management of UNFPA programme activities in the Country Offices (CO’s). He/she will perform a variety of standard financial and administrative processes.
He/she Possesses a depth of knowledge of financial rules, guidelines, and processes, he/she will demonstrate a client-oriented, results-focused approach to interpreting rules, procedures and guidelines. He/she will act in an advisory manner to programme/project staff to maximize the impact of financial resources in delivering programmes/projects.
You would be responsible for:
• Support monitoring of programme financial performance by providing necessary financial information and analysis, including implementation rates against indicators/results; detect potential over/under-expenditure issues and propose remedial actions.
• Follow up on submission of financial reports by the Country Office and partners;
• Participate in preparation of interim and final donor financial reports.
• Examine and process payroll entitlements, including overtime and danger pay calculations, ensuring timely submission and approval.
• Develop, maintain, and coordinate effective mechanisms and tools for monitoring programme and project budgets; compile and provide accurate, up-to-date financial information to the International Operations Manager and HQ through Finance Analyst.
• Assist in formulation, revision, and control of the Country Office budget, including allotments, monitoring expenditures, and preparing revisions as required.
• Maintain an effective financial recording and reporting system, internal controls, and audit follow-up; process financial transactions (AP invoices, e-FACEs, travel payments, etc.) accurately and in compliance with UNFPA rules using Quantum and Quantum Plus.
• Support financial operations for NEX activities, including eFACE processing; monitor OFA accounts and reconcile with FACE reports.
• Follow up with UNDP on payment processing, forecast submissions, and clearance of outstanding debit notes.
• Support different units with hiring and onboarding of consultants according to UNFPA rules, ensuring compliance with consultant policies.
• Review and monitor charges for common services and cost recovery, ensuring maximum cost efficiency; represent UNFPA’s interests in financial negotiations and agreements.
• Monitor petty cash and fuel accounts, conduct surprise cash counts for custodians, and ensure reconciliation of balances.
• Conduct spot checks and field monitoring visits to implementing partners to assess financial records and compliance; assist in audit preparation and ensure effective internal control systems.
• Provide support during audits by compiling required documents and responding to audit queries.
• Verify the every transaction account code used in the proposed Chart of Accounts (COA) to ensure it aligns with the Quantum General Ledger (GL) mapping.
• Assist in preparing training materials and participate in capacity-building sessions for implementing partners.
• Prepare and update various analytical reports, including financial dashboards and accountability checklists; maintain financial documentation and support team efforts to achieve operational efficiency.
• Interpret financial policies and procedures; provide training and guidance to staff and project managers; identify innovative ways to meet programme financial needs within existing policies.
• Supervising administrative and clerical staff as required;
• Support day-to-day administrative tasks including asset management, inventory, office supplies, and maintenance.
• Promotes environmental efficiency by integrating sustainable practices in procurement, resource usage, waste management, and office operations in line with UNFPA’s environmental sustainability principles.
• Directly supervises office drivers, guards, and other support staff as applicable.
• Organize staff travel (including travel requests, permits and UNDSS security clearance), local missions, vehicle movements, and accommodation arrangements.
• Maintain filing systems (physical and electronic) for finance, procurement, HR, and general admin.
• Provide logistical and admin support to field activities including training, field missions, workshops, and community outreach.
• Prepares procurement requisitions and initiates procurement processes for project-related goods, services, and equipment, ensuring transparency, cost-efficiency, and compliance with procurement guidelines.
• Ensures staff compliance with UNDSS security protocols, maintains updated contact lists, and promptly reports any security breaches to the Head of Office and security advisor.
Perform any other duties as assigned by the supervisor.
Qualifications and Experience:
Education: Completed Secondary Level Education required. First level university degree is desirable.
Knowledge and Experience:
• Six years of relevant experience in administration, finance or office management;
• Proficiency in current office software applications, web-based management and ERP financial systems;
• Familiarity with the Quantum & Quantum+ modules is considered an asset.
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment;
• Strong interpersonal and organizational skills;
• Computer literacy – Word, Excel, Power-point, etc.;
• Previous experience in the UN is an asset;
• Good writing and communication skills;
• Demonstrated ability to work in a team environment;
Languages: Fluency in English and Arabic is required.
Required Competencies:
Values:
• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change
Core Competencies:
• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact
Functional Competencies:
• Managing the organization’s financial resources
• Providing procurement services
• Ensuring facilities and assets management
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.
Disclaimer:
Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.
Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.
This Vacancy Announcement aims to fill three positions in three different duty stations in Sudan. Qualified candidates will be considered for assignment to one of the following locations, based on programmatic priorities and operational needs: Gedaref, Dongola, and Kassala. Applicants are encouraged to indicate their preferred and/or most suitable duty station(s) in their application.