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Sub -office Coordinator
Catholic Relief Services

We work with organizations around the world to help poor and vulnerable people overcome emergencies, earn a living through agriculture and access affordable health care.


 Section/Unit: Management Quality
 Grade Level: 7
 Supervisor: State Office Manager - West Darfur
 No. of Post: 1
 Duty Station: Sudan, Habila, West Darfur
 Duration: Two years
 Closing Date: 30 March 2023


Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.

 Duties and responsibilities:



Job Summary:


The Sub Office Coordinator (SOC) represents CRS in his/her area of operations, liaising with relevant state and NGO actors. He/she monitors security and other key aspects of the operational environment, and shares security information with the State Office Manager (SOM). This position manages the smooth administrative functioning of the sub-office, including logistics, finance, Admin and HR. S/he oversees field-level implementation of activity plans developed by the Program Managers alerts all PMs to implementation challenges, and facilitates the reporting of program activities. The SOC also contributes to project planning and development processes which are led by Program Managers. The position requires close coordination with Sector PMs who are responsible for managing and monitoring projects in their respective sectors. This position also requires an active role in supervising, coaching and mentoring field staff. 


Specific Responsibilities:


  1. Represent CRS in his/her area of operation.
  2. Staff safety and security
  3. Coordinate office activities with government, non-government, and UN agents in the field.
  4. Represent CRS at government, NGO, and UN meetings in the field.
  5. Maintain regular information flow with State Office Manager in El Geneina and the Program Managers in El Geneina.
  6. Monitor the security and operational environment and notify the SOM of changes to the security environment. 
  7. File incident reports in a timely way. 
  8. Provide security briefing to all visitors to the field. 
  9. Ensure staff members are following the field security plan and Standard Operating Procedures. 


  1. Management and Administration: 
    1. Be fully responsible for the daily operations in the field office operating area, including staff safety, supervision, resource management and financial oversight, while ensuring consistency in practices and procedures with the overall CRS/Sudan program. 
    2. Ensure staff compliance with all CRS staff safety, administrative and operational procedures, and policies, as well as applicable donor regulations. 
    3. In coordination and collaboration with the SOM, PMs, and HR in Khartoum and Geneina, ensure on boarding orientation process of selected skilled staff are conducted smoothly for both operations and programs staff.
    4. Ensures that all CRS fixed asset inventories are updated and reported on quarterly bases. Ensure the proper recording, tracking, and reporting of other office property inventories, and physical count of all properties.
    5. Ensure that the management of information systems and other communication equipment are kept up to standard and in good working order with the help of the ICT Officer in Geneina.
    6. Ensure that adequate guesthouses are set up and furnished for expats, re-locatable national staff, and visitors.
    7. In coordination with the Fleet Officer and procurement team in Geneina, schedule and makes available vehicles to make program operations efficient and smooth. Ensures that all trips, official and personal, are properly recorded in the vehicle logbooks. Ensures that CRS Policy on Vehicle Use is complied with.
  2. Supervise and Coach staff. 
    1. Directly support Operations staff in the field office and provide them with coaching support. 
    2. Provide day-to-date support to ensure they are fulfilling their work plan set by the relevant PM. PMs are the direct supervisors of these field staff but rely on the Office coordinators to ensure that day-to-day activities are taking place and that any challenges are reported to the PMs.
    3. Foster national staff development and teambuilding through coaching and mentoring.
    4. Support program staff in project implementation, monitoring and evaluation.
    5. Identify training needs and opportunities for staff and organize/facilitate training events as appropriate. 


  1. Program Quality and Partnership
  2. Maintain familiarity with all aspects of program strategies, logistics, personnel, beneficiaries, and the grant agreements that fund project activities.
  3. Ensure field-level coordination of activities between sectors.
  4. In Coordination with Senior project officers in the field ensure quality and timely project reporting to PMs in El Geneina or Khartoum office.
  5. Communicate with the relevant PMs regarding any obstacles, challenges, or success related to programming. Provide recommendations for program adjustments to the PMs.
  6. Provide input into project development when needed. 


Supervisory Responsibilities: Directly supervise Operations staff. Indirectly supervise sectoral teams (e.g. FSL, Health & Nutrition, Food).


Key Working Relationships: 

Internal: State Office Manager in El Geneina, Senior Project Officers, Project Officers, Project Managers, Program Managers, Head of Programming, Head of Operations, Deputy Country Representative, other key staff in the Geneina and Khartoum offices.


External: Host country government other INGOs, UN, donor officials, local partners 


Emergency Competencies

These are rooted in the mission, values, and principles of CRS and used by each staff working in emergencies to fulfill his or her responsibilities and to achieve the desired results.

  • Communicates strategically under pressure.
  • Manages stress and complexity.
  • Actively promotes safety and security.
  • Manages and implements high-quality emergency programs.


Agency-wide Competencies

These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.

  • Serves with Integrity
  • Models Stewardship
  • Cultivates Constructive Relationships
  • Promotes Learning 

 Minimum Qualification, Skills and Experience Required:



Personal/Professional Skills:

  1. A strong team worker.
  2. Ability to exercise sound, mature judgment.
  3. Aptitude to work in difficult weather conditions and stressful situations.
  4. Creativity, flexibility, and the ability to work with limited resources. 
  5. The acceptance of cultural differences, basic living conditions and a continuously changing environment. 
  6. The ability to work independently with minimum supervision and the desire to embrace the challenge of working in a complex emergency.


  1. Bachelor’s degree in international development, Business Administration, or a related field. 
  2. Minimum of Three years of Area office, sub office/staff management and Administration work experience.
  3. Mature individual with experience in emergency programming and project management. 
  4. Ability to represent the Agency with government, UN, and non-government agents.
  5. Staff supervisory experience.
  6. Knowledge of office area region context and sensitivity.
  7. Flexible, motivated, team player.
  8. Technical expertise in a sector related to emergency program activities.
  9. Willingness to live and work in an environment where conditions are occasionally harsh and/or volatile.
  10. Excellent English language skills. Arabic language ability preferred.


Physical Requirements/Environment: Position will be based in Habila West Darfur.


Foreign Language Required: Fluency in English (both oral and written skills); Arabic highly desired. 


Major Responsibilities of Position:      Management/Administration, Report Writing, Mentoring/Training


Disclaimer Clause: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position. 


NOTE: This is a non-accompanied post.


***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.


CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Equal Opportunity Employer

CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, human trafficking everywhere and always. I, the applicant, accept these requirements as part of my job application.

Submission location: - 

If interested, please submit cover letter, resume and copies of your education and work certificates to Catholic Relief Services organization - El Geneina Office. Ensure that your cover letter or resume has a phone number here you can be reached.

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