Programme Administrative Associate

Host entity: UNFPA

Volunteer type: National

Areas of expertise: Administration, Communication, advocacy, public information

Application deadline: 28/10/2026

Mission and objectives

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 supports:
• Sexual and reproductive health (SRH) for all, particularly women and girls in more than 150 countries – home to more than 80 per cent of the world’s population. SRH includes;
 The health of pregnant women, especially the 10-15 million who face life-threatening complications each year
 Reliable access to modern contraceptives sufficient to benefit 20 million women a year
 Training of thousands of health workers, particularly midwives to help ensure at least 80 per cent of all child births are supervised by skilled attendants
 Prevention of teen and early pregnancies, complications of which are the leading cause of death for girls 15-19 years old
 Delivery of safe birth supplies, dignity kits and other life-saving materials to survivors of conflict and natural disaster
• Prevention of gender-based violence (GBV), one of the most common forms of violence today affecting 1 in 3 women across the globe
• Abandonment of female genital mutilation, which harms 3 million girls annually
• Gender-responsive, age appropriate Comprehensive Sexuality Education (CSE)
• Efforts to end child marriage affecting 12 million girls every year
• Countries in development of youth policies and reproductive, maternal, newborn, child and adolescent health policies and action plans.
• Population census, demographic health surveys, research, data collection and analysis, which are essential for development planning as well as in humanitarian settings

Assignment context

UNFPA is the lead UN agency working to achieve a world where every pregnancy is wanted, every childbirth is safe, and every young person’s potential is realized. The UN Volunteer will support the UNFPA Sudan Country Office.
Under the direct supervision of the Communication Specialist, the Communication Officer will support the implementation of UNFPA Sudan’s communication strategy and ensure donor visibility. The role also involves amplifying the voices of women and girls through compelling media products and human-interest stories, as well as ensuring consistent branding and effective coordination with implementing partners.

Task description

• Provide day-to-day administrative and logistical support to programme teams, including travel arrangements, event coordination, and procurement requests.
• Assist in tracking programme implementation activities, ensuring timely follow-up on deliverables, reports, and field missions.
• Support the preparation of requisitions, follow-up on payments, maintain financial records, and assist with human resources (HR)-related actions (e.g., contract extensions, onboarding support).
• Maintain organized files for programme activities, partner agreements, and project documents, ensuring accessibility and compliance with audit requirements.
• Liaise with implementing partners for administrative needs, including agreement processing, reporting timelines, and logistical support.
• Assist in collecting and consolidating data for programme reports, monitoring tools, and donor submissions.
• Support asset tracking and supply follow-up in coordination with Supply Chain and Logistics teams.
• Act as a point of contact between programme staff and Operations (Finance, HR, Procurement), facilitating smooth coordination and problem-solving.
• Examine and process payroll entitlements and submit to United Nations Development Programme (UNDP ) on a timely basis, including ensuring that overtime calculations are submitted and approved.
• Support the different units with the hiring and onboarding of consultants according to the United Nations Population Fund (UNFPA ) rules and procedures, ensuring consultant policies are observed.
• Review and monitor charges for common services and cost recovery, taking into account maximum cost efficiency; represent UNFPA's interests in financial negotiations and agreements.
• Develop and maintain tools and mechanisms for efficient monitoring of programme and project budgets.
• Follow up with UNDP on payment processing, forecast submissions, and clearance of outstanding debit notes.
• Facilitate payroll-related tasks, including overtime and danger pay calculations for national and international staff.
• Monitor petty cash account and conduct surprise cash counts for custodians; monitor the fuel account and ensure balance reconciliation.
• Conduct spot checks and field monitoring visits to implementing partners, assessing financial records and compliance.
• Assist in preparing training materials and participate in capacity-building sessions for implementing partners.
• Conduct audit preparation for implementing partners and ensure effective internal control systems are in place and followed.
• Provide support during audits, including compiling required documents and responding to audit queries.
• Supervise administrative and clerical staff as required.
• Perform any other duties as assigned by the supervisor.

Skills and experience

Minimum six years of relevant experience in administration, finance, or office management; proficiency in current office software applications, web-based management, and Enterprise Resource Planning (ERP ) financial systems; detailed knowledge and understanding of clerical, administrative, and secretarial best practices and procedures within a multicultural corporate environment;• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners;• Computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) ;• Affinity with or interest in gender equality and women’s rights work, volunteerism as a mechanism for durable development, and the United Nations (UN ) System.

Competencies and values

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.

Living conditions

Port Sudan is currently one of the safest operational areas in Sudan, with relatively stable security compared to other conflict-affected regions. Access is possible via Port Sudan Airport with limited commercial and UNHAS flights. The climate is hot and humid, especially in summer months. Modest dress is culturally expected, and alcohol is strictly prohibited. Accommodation options are limited and costly due to high demand. Basic food and water are available but expensive, and power outages are frequent. Medical facilities are functional but limited in capacity—serious cases may require evacuation. Banking services are minimal with limited access to cash; mobile money is used occasionally. Internet and telecom services are available but often unreliable.

Sudan is a unique country and is a unique operation. It provides an interesting and enriching environment, but also requires a mature level of cultural awareness, as well as stamina and commitment. Therefore, flexibility and the ability and willingness to live and work in harsh and potentially hazardous conditions, involving physical hardship and little comfort, are essential.

Full eligibility requirements, conditions of service and application instructions are available on the official UNV platform.