Position Administrative Assistant
Place of Performance El Daein, East Darfur
Contract Duration End of project, but start with a one-year contract
Starting Date 01 February 2016
OVERVIEW OF CTG GLOBAL
CTG Global is a managed service company specializing in Recruitment, Management Consultancy, Human Resources support services and Monitoring & Evaluation in post disaster and post conflict countries around the world.
CTG Global provides services to humanitarian organizations, government, non-governmental organizations and corporates that enables public and private sectors to focus on their core business and the achievement of their objectives in hostile and threatening environments as we provide a safe and secure environment for them to do so and alleviate them of their risks, crisis and personnel management problems.
OVERVIEW OF THE POSITION
Under the guidance and direct supervision of the Project Manager, the Administrative Assistant is responsible for providing direct assistance to the Project Manager in support of the project. The Administrative Assistant works in close collaboration with the Support Team, programme and projects personnel in the Sudan office to exchange information and ensure consistent service delivery.
Support provided falls under two main areas:
§ Administrative support; including logistics management of vehicle movements, fuel consumption monitoring, management of the office generator(s), supervising the Office Assistant/Cleaner and any logistic work as assigned include travel, events and workshops arrangements.
§ Finance and procurement; complete daily supporting tasks to the Project Manager, including managing the petty cash/operation advance documents/ settlements and follow up of vendor payment in close coordination with relevant procurement and other support staff in Khartoum Office.
§ Carry out project and UNOPS daily activities with the different levels of the East Darfur government departments. The position will also be responsible for daily interactions with other NGOs and UN bodies.
Scope of work/expected output
§ Get quotations and settlement of payments to vendors.
§ Maintain accurate records (hard and soft copies)) of all project documents for easy reference and retrieval, ensure proper document management is in place, including file closures and archiving.
§ Alert Project Manager on the issues to be followed up and/or resolved.
§ Provide logistical support to project and partners personnel. Manage project assets inventory and work with Khartoum to ensure requirements are met.
§ Pay office services bills when due and maintain records
§ Manage the office, generator, facilities and daily vehicles movements ensuring cleanliness and working condition at all times.
§ Resolve routine administrative issues and keep project manager abreast about issues needing attention and recommend course of actions.
§ Prepare petty cash and operational advance supporting documents to ensure completeness, accuracy and correctness.
§ Prepare request and communication with relevant sections for booking flights and other traveling documents.
§ Maintain accurate records (hard and soft copies) of all project documents such as contracts, invoices, timesheets and other projects financial documents for easy reference and retrieval.
§ Overseeing the Office Helper and Drivers.
§ Perform all government daily activities such as permissions, invitations delivering letters etc.
§ Perform daily UN activities such as booking/changing booking of flights, and other logistics and security related information’s/activities.
§ Preparation of travel authorization for project personnel.
§ Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by personnel and keeping a log of distribution.
§ Prepare weekly reports on activities and project related issues.
§ Prepare weekly context situational reports.
§ Perform other related duties as required.
§ University Degree in Business Administration, Public Administration, Finance or any other related field is required
§ 2 years of working experience in the field of administration, finance and/or operations or related area is required.
§ Good computer skills, including MS Office 2003 and/or newer versions are required.
§ Familiarity with El Daein and East Darfur context is required.
§ Experience working with UN or international humanitarian organizations is an asset.
§ Knowledge of UN policies and procedures is an asset.
§ Additional training in administrative and business practices is preferred.
§ East Darfur context awareness
§ Ability to work in a multicultural team and under pressure
§ Strong oral and verbal communication skills
§ Strong planning and organizing
§ Tact and discretion
§ Strong attention to detail
§ Client orientation
§ Pro-active and takes initiative
§ Fluency in written and spoken English and Arabic is required.
HOW TO APPLY:
Interested candidates should submit their CV along with their application letter via e-mail to firstname.lastname@example.org with reference to “BHJOB2678_956” in the subject line. Short-listed candidates will be contacted for an interview.
- Minimum experience
- Added date
- Apply date