Protocol Associate

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.

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

• 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

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