Administrative Assistant
Chemonics International

Chemonics is an international development consulting firm, based in Washington, D.C. Its mission, then and now, is to promote meaningful change around the world, helping people live healthier, more productive, and more independent lives.

 

 

 

Chemonics International is hiring for a new USAID program that aims to support the new government, civil society organizations and independent media to advance key transition priorities. The implementation of this program requires a highly integrated and dynamic team approach to creative, coordinated, and effective program implementation in order to meet the program’s objectives.


 Duty Station: Khartoum
 Closing Date: 24 June 2021

 
 Background:

The Administrative Assistant is responsible for providing assistance with all tasks related to office administration. S/he shall ensure that all administrative and/or clerical work complies with the prescribed standards of the project. The Administrative Assistant will at all times adhere to and act in accordance with the Chemonics professional code of ethics, “Living Our Values”, and will make the principles of the code a part of TNS’s culture and operating procedures. The Administrative Assistant will ensure the highest levels of honesty, integrity, openness, and transparency. 



 
 Duties and responsibilities:

  • Provide administrative support during workshops, meetings, and conferences (training venue, logistics, materials)
  • Coordinate travel arrangements, ticket reservations and hotel bookings
  • Coordinate the schedule for consultants assuring vehicles and drivers are available for support
  • Responsible for the safekeeping and handling of equipment assigned to the pool of office resources, such as laptops, LCD projector, video camera, USB drives, etc. Responsible for keeping an up-to-date record/inventory of equipment assigned to pool, and responsible for managing the signing-out of office equipment
  • Prepare stock monitoring reports for expendable office supplies on a regular basis.
  • Conduct regular physical counts of all expendable equipment in the project office.
  • Responsible for keeping an up-to-date record/inventory of expendable office supplies, and responsible for managing the signing-out of office supplies by project staff. 
  • Handle the maintenance of equipment (copier, scanner, cellphones, LCD projector, etc.), including obtaining quotations for the maintenance services. 
  • Maintain an organized filing system consisting of copies of all documents, including quotations purchases, equipment inventory trackers, expendable supply trackers, etc. 
  • Assist in the maintenance of project files as needed by all consultants, including matters associated with human resources, expense reporting, and procurement.
  • Ensure that all work is done in accordance with Chemonics’ business code of ethics and USAID and Chemonics policies and regulations.
  • Perform any other duties as assigned that is consistent with the Administrative Assistant’s skills and experience and this Scope of Work

 
 Minimum Qualification, Skills and Experience Required:

  • Minimum 2 years’ experience as an administrative and operations assistant, demonstrating increasing responsibility, and job tasks similar to those listed above (Required)  
  • English and Arabic fluency, with excellent writing and quantitative skills. (Required)
  • Word processing (Microsoft Word), spreadsheet (Microsoft Excel), e-mail (Microsoft Outlook). (Required)
  • Proven ability to work professionally, constructively, and collaboratively as part of team, meet deadlines, communicate effectively, and deal with diverse partners (including high-level government officials, entrepreneurs and international donors) in a challenging environment. 
  • Ability to manage daily activities and achieve expected results with or without direct oversight and effectively function in a complex, challenging environment. 



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