The Admin and Reception Assistant will serve as the first point of contact for SIHA's Khartoum office, 
ensuring smooth day-to-day administrative operations and welcoming, professional front-office 
experience for staff, partners, and visitors. Reporting to the Operations Manager, the role provides 
administrative, logistical, and clerical support across the office, maintains office records and supplies, 
and supports the Sudan team in coordinating meetings, travel, and correspondence.

1. Reception & Front Office Management :

• Welcome and direct visitors, staff, and partners in a professional and courteous manner.
• Manage the office switchboard, answering and directing calls, and handling general inquiries.
• Receive, log, and distribute incoming mail, packages, and deliveries, and coordinate outgoing 
  correspondence.
• Maintain a tidy, organized, and welcoming reception and common area.

2.  Provide day-to-day administrative support to the Sudan team including : 

• Drafting letters, memos, and filing documents, maintain organized physical and digital filing systems for administrative, HR, and programme documents.
• Support scheduling and coordination of internal and external meetings, including room 
  bookings and preparation of materials.
•  Assist with the preparation and formatting of routine reports, minutes, and correspondence.

3. Office & Facilities Coordination:

• Monitor and maintain office supplies, stationery, and equipment, coordinating timely 
  procurement and replenishment.
• Liaise with vendors and service providers (cleaning, maintenance, utilities) to ensure smooth 
  office operations.
• Support the setup and upkeep of meeting rooms and shared office spaces.
  Assist in maintaining an updated inventory of office assets.

4. Travel & Logistics Support:

• Support staff travel arrangements, including booking of transport, accommodation, and 
  preparing travel documentation.
•  Coordinate logistics for workshops, training, and internal events as required.
• Assist visiting staff and consultants with office orientation and logistical needs.

5. Compliance & Record-Keeping:

• Maintain accurate and confidential administrative and personnel records in line with SIHA 
  policies.
• Support compliance with office registration, licensing, and statutory administrative 
  requirements in Sudan.
• Ensure adherence to SIHA's policies, values, and feminist principles in day-to-day office 
  conduct.

1.Qualifications and Experience:

• Diploma or bachelor's degree in business administration, Office Management, or related field.
  At least 2 years of relevant experience in administration, reception, or office management, 
  preferably with an NGO or INGO.
• Strong organizational and multitasking skills with keen attention to detail.
• Good working knowledge of MS Office (Word, Excel, Outlook).
• Proficiency in Arabic required; good working knowledge of English is an advantage.
• Prior experience working in conflict-affected or fragile settings is an advantag.

2. Key Competencies:

•  Excellent interpersonal and communication skills.
•  Strong customer service orientation and professional demeanor.
• Reliability, discretion, and ability to handle confidential information. Good time management and ability to prioritize competing tasks.
•  High integrity, cultural sensitivity, and commitment to SIHA's feminist values.

3. Key Performance Indicators (KPIs):

• Visitors, calls, and inquiries are handled promptly and professionally, with minimal 
  complaints.
• Office supplies and administrative records maintained accurately and without disruption to 
  operations.
• Meeting and travel logistics coordinated on time and without errors.
• 100% adherence to SIHA's administrative and filing procedures.

How to apply:

•  
  Interested candidates should submit application materials via the link: 
  https://airtable.com/appZiq6ztxzJszaiJ/shrq3GzAs3wNoKdAc not later than October 15, 2026
  SIHA Network is an equal opportunity employer committed to diversity, equity, and inclusion. We 
  strongly encourage applications from women, particularly those from Sudan and the Horn of Africa. 
  Individuals with lived experience relevant to our work, particularly in humanitarian and conflict 
  settings. SIHA is dedicated to creating a safe and inclusive working environment grounded in feminist 
  principles, and we do not tolerate discrimination or harassment of any kind.