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Duties and responsibilities:
Office Administration: - Act as the external vendor liaison person; maintain and update administrative files and related databases for vendor service contracts, leases, insurance policies, and subscriptions; following-up on due dates for payments and renewals; and, raise the relevant purchase orders (POs).
- Maintain and update the fixed assets register and office inventory; manage the regular procurement of consumable office supplies; and be responsible for raising and filing related purchase orders (POs).
- Supervise cleaners, drivers, and workers at the office, to ensure management of the work environment, including safety and working environment.
Information Technology: - Liaise with the IT Manager in Geneva to set up IT equipment and system access for staff, consultants, and guests visiting the office, as well as maintain the IT equipment inventory.
- Liaise with the outsourced IT consultants and suppliers in addressing internal IT issues, and documenting permanent losses and damage in the IT equipment inventory;
- Maintain a centralized record of IT equipment issued to staff and consultants and ensure the return of all assigned equipment, accessories, and passwords when their HD engagement terminates.
Logistics - Assist in the management of project-related travel arrangements for HD staff, consultants, and invited guests, including flights, hotels, taxis/local transport, visas, travel authorizations, travel insurances, travel-related expenses, and invoices, etc ensuring adherence to HD’s travel policies and procedures, and alerting on discrepancies.
- Act as the external vendor liaison for the planning and organization of HD Sudan office events such as sizeable meetings, conferences, retreats, etc., managing the administration of travel, accommodation, and catering arrangements, and providing liaison support and facilitating Visas and travel permits as needed.
- Process staff vehicle requests and ensure the log sheet is duly filled and signed in addition to ensuring the head of the office approves that vehicle-fuelling request.
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Minimum Qualification, Skills and Experience Required:
The ideal candidate should hold a Business Administration degree. In addition, s/he should have: - 4 years of direct experience in office administration and logistics.
- Experience working in a fast-moving environment, managing competing priorities, and assisting multi-disciplinary teams.
- Experience with an international organization would be considered a strong asset.
- Excellent command of written and spoken English.
- Finance experience will be an additional advantage.
Interpersonal skills needed for the position: - Excellent organizational skills and an ability to work independently to achieve goals.
- Highly proactive, possessing a problem-solving attitude.
- Excellent communication and interpersonal skills.
- A sense of confidentiality and strong reliability.
- The ability to multi-task, flexible, and very quick learner.
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