Administrative Assistant (Khartoum) – UNICEF

Job Description

Job no	593011
Contract type	Temporary Appointment
Location	Khartoum
Level	G-5
Categories	Administration
Advertised	12 May 2026 E. Africa Standard Time
Deadline	21 May 2026 E. Africa Standard Time

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, the right to support

How can you make a difference? 

Summary of Key Functions and Accountabilities

1. Finance, Cash Management & Revenue Control (Primary Function  ~50%)
   1. Collect all guest accommodation fees and service charges in line with approved rates.
   2. Issue official receipts for every transaction and maintain a sequential receipt register.
   3. Maintain a daily cashbook and ensure all collections are recorded accurately and in full.
   4. Reconcile daily occupancy (room usage) against payments received and identify gaps.
   5. Submit collected funds to Finance as per established procedures and timelines.
   6. Prepare draft invoices for guest stays (short-term, long-term, and agency bookings).
   7. Maintain an updated invoice tracking log (issued, pending, paid).
   8. Follow up on outstanding payments and report delays to the supervisor.
   9. Verify supplier invoices (cleaning, maintenance, food, utilities) against service delivery and agreed rates.
   10. Maintain proper filing (physical and/or electronic) of receipts, invoices, and supporting documents.
   11. Assist Finance during periodic reconciliations and provide required documentation.
   12. Immediately report discrepancies, missing funds, or irregular transactions.
   13. Ensure all financial documents are complete, signed, and properly archived for audit purposes.

2. Utilities, Fuel & Cost Monitoring

14. Maintain daily/weekly records of electricity and water consumption (meter readings where applicable).
15. Record generator operating hours and link with fuel usage.
16. Maintain a fuel logbook (fuel received, issued, and remaining balance).
17. Coordinate fuel deliveries and ensure safe storage in designated areas.
18. Monitor fuel consumption trends and report unusual usage.
19. Track utility service availability (power, water, internet) and report outages immediately.
20. Maintain copies of utility bills and submit to Finance for processing.
21. Follow up with service providers for any disruptions or maintenance needs.
22. Guest Services and Bookings

22. Maintain and update the guest booking calendar on a daily basis.
23. Record guest information in the guest register (name, agency, dates, room number).
24. Allocate rooms in coordination with supervisor and based on availability.
25. Ensure rooms are cleaned, prepared, and stocked prior to guest arrival.
26. Conduct basic check-in and check-out processes, including verification of stay details.
27. Respond to guest inquiries and routine requests in a timely manner.
28. Record guest feedback or complaints and escalate when necessary.
29. Facility Operations & Housekeeping Oversight

29. Monitor daily cleaning of rooms, kitchens, and common areas.
30. Conduct routine checks to ensure acceptable cleanliness and hygiene standards.
31. Ensure continuous availability of cleaning supplies and toiletries.
32. Coordinate scheduled services such as laundry, waste collection, and pest control.
33. Report any hygiene or safety concerns to the supervisor immediately.
34. Support organization of deep cleaning activities when required.
35. Maintenance & Service Provider Coordination

35. Identify and record maintenance issues through routine checks and guest feedback.
36. Maintain a maintenance logbook (issue reported, date, action taken, status).
37. Coordinate with approved vendors or technicians for repairs as instructed.
38. Follow up on pending maintenance requests to ensure timely completion.
39. Confirm completion of works and report back to supervisor.
40. Ensure basic preventive maintenance tasks are carried out (where applicable).
41. Supplies, Inventory & Asset Management

41. Monitor stock levels of consumables (cleaning items, toiletries, linen).
42. Maintain and regularly update an inventory list of supplies and basic assets.
43. Report low stock levels and initiate replenishment requests.
44. Receive and check delivered items against orders and quantities.
45. Store supplies properly and ensure organized storage areas.
46. Assist in periodic stock counts and asset verification exercises.
47. Other Services Coordination

47. Coordinate daily meal arrangements with designated suppliers or committees.
48. Receive food deliveries and verify quantity and basic quality.
49. Ensure proper storage of food items in clean and safe conditions.
50. Monitor availability of kitchen supplies and basic utensils.
51. Report any issues related to food quality, delays, or shortages.

If you would like to know more about this position, please review the complete Job Description here:  TOR – TA POST – Administrative Assistant GS-05 (Guesthouse) Temporary Appointment (364 days) Khartoum Sudan Country Office_jl.pdf