Administrative Assistant (Protocol) – UNDP


Job Description

OrganizationUnited Nations Development Programme
Job Identification4952
LocationsKhartoum, Sudan
Posting Date07/26/2022, 12:41 AM
Apply Before08/10/2022, 05:59 AM
Job ScheduleFull time
Vacancy TypeFixed Term
BureauRegional Bureau for Arab States
Contract Duration1 Year with Possibility for extension
Education & Work ExperienceBachelor’s Degree – 2 year(s) experience OR High School certificate- 5 year(s) experience
Required LanguagesFluency in English
Vacancy Timeline1 Weeks


UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

As part of the UN country team in Sudan, UNDP aims to contribute to the significant reduction of extreme poverty throughout the country and to support the establishment of a critical mass among Sudan’s people that is ready and able to engage in the development process of the country. In line with the overarching SDG goal “Leave No One Behind” (embedded among others in SDGs 1, 5,10 and 13) UNDP programme interventions will target localities characterized by high levels of poverty and exclusion and/or affected by conflict.

The country office’s vision is to strengthen resilience and prompt inclusive sustainable development in Sudan. This vision is fully aligned with UNDP’s corporate Strategic Plan as well as with the UNDAF currently being developed and embedded in the global SDG framework.

To that end, UNDP will support stabilization and governance for peace as well as environmentally sustainable development.  UNDP pays particular attention to the inclusion of marginalized groups, including women and youth representing the most promising potential for change in Sudan.

Position Purpose

Under the direct supervision of the Operations Associate, the Administrative Assistant (Protocol) provides protocol-related services in the Country Office ensuring high quality and accuracy of work in order to obtain the optimum protocol services including visa, stay permits, and complex clearances from several Govt departments. He/she analyzes and interprets rules and guidelines regarding protocol and provides solutions to a wide spectrum of complex issues related to visas, travel, customs, driving licenses, and other related services. The Administrative Assistant (Protocol) closely monitors service requests and internal costs and ensures their timely and accurate billing, settlement, and cost recovery. S/he promotes a collaborative, client-focused, quality, and results-oriented approach in the delivery of protocol services. 

The Administrative Assistant (Protocol) works in close collaboration with Programme and Operations teams in the CO to ensure consistent service delivery.

Duties and Responsibilities

Implementation of operational strategies 
Duties:Full compliance with UN/UNDP rules and regulations, policies, and strategies on protocol services management regarding visas, travel permits, vehicle registrations, etc.Comprehensive and up-to-date knowledge of the requirements for service requests and applicable regulations.Maintain fluent working relations with relevant government departments to facilitate processes and information exchanges.Timely and active follow-up of the service requests. Identification of bottlenecks and provision of additional data, as necessary.Regularly inform the staff on any changes in the government policies regarding protocol services.
Protocol management processes for CO projects and at the request of other Agencies
Duties:Provision of information to the staff on protocol service requirements.Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.Arrangement for airport pick-up of high-level officials and support to expediting customs and immigration procedures, as necessary.Preparation of routine correspondences, memoranda, and reports in accordance with CO SOP.Processing of cost-recovery bills for the protocol services provided by UNDP to other Agencies.Reconciliation of settlements to be paid by the Finance Unit.
Implementation of sourcing strategy 
Duties:Collection and analysis of the market situation in the service area. Conduct surveys/biddings of services.Participation in DSA survey by searching for and analyzing competitive rates and quality/security standards in collaboration with the Security and HR Units. Provision of inputs for the consolidated report to HQ and distribution of the hotel list to all UNDP and UN agencies staff.Assist in the preparation of LTAs for travel and hotel services on behalf of UN Agencies in coordination with the Procurement Unit. 
knowledge building and knowledge sharing 
Duties:Participation in the training for the programme, operations and projects staff on protocol regulations for the duty station.Sound contributions to knowledge networks and communities of practice. 


List 3-5 most important skills from competencies required for the position – limited to 1-3-word descriptions – that will help inform workforce planning of critical skill supply and demand. 

  • Technical competence
  • Initiative and proactive
  • Client and problem-solving oriented
  • Organization and results achievements
  • Oral and written communication


Expected Demonstration of Competencies 
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with DeterminationLEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic AreaNameDefinition
Business managementCustomer Satisfaction/Client ManagementAbility to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Business developmentCollective intelligence designAbility to bringing together diverse groups of people, data, information or ideas, and technology to design services or solutions
Business developmentHuman-centered designAbility to develop solutions to problems by involving the human perspective in all steps of the problem-solving process.

Required Skills and Experience


  • Completion of Secondary education is required; or
  • University Degree in Business or Public Administration or any other related field will be given due consideration.


  • Minimum 5 years with Secondary Education or 2 years with University Degree of relevant administrative experience in the areas of administration, particularly protocol services and customs for candidates holding a secondary education degree.
  • Previous experience in an international organization will be considered a strong asset.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Experience in handling web-based management systems.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.


Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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