About CDPP:

The Center for Development and Public Policy (CDPP) is a not-for-profit, non-governmental, independent organization that works in capacity development, policy advice, and technical assistance in the fields of development and public policy in Sudan.

Purpose of Job Role:

To provide support for Managing Director by providing executive level administrative support by providing clerical support, receiving clients and visitors, arranging travel administration and correspondence, and scheduling meetings & events.

Typical Interfaces: 

• Visitors and guests
• CDPP staff.
• Customers and stockholders.
• Government officials

Potential Job Role Performance Metrics:
Managing Director and Executive Engagement index feedback.

Think-tank Knowledge:

• Think-tank basic Knowledge
• CDPP administration  Knowledge
• CDPP HR Policies Knowledge

Duties and Responsibilities:
Management:

• Manage and maintain MD schedules, including scheduling travel, workshops, roundtables, forums and conferences, making appointments, and making changes to appointments.
• Opening, sorting, and distributing correspondence, including emails & post.
• Prepare reports, collect and analyze information; prepare presentations.
• Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
• Develop and utilize historical information; provide retrieval of information. Record meeting discussions and writing meeting minutes.
• Interact with customers when appropriate and solve problems. Document compliance and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention.
• Use initiative in solving problems and responding to queries ensuring compliance with CDPP standard procedures and practices.
• Providing a comprehensive and confidential secretarial service to Managing Director.

Coordination:

• Meeting visitors and determining access to appropriate parties.
• Prepare executive responses to routine memos, letters, or correspondence.
• Answering and directing calls to appropriate executives and parties, taking messages.
• Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
• Coordinate, priorities and organize own workload within established timescales.

Administration:

• Act as expert for the administrative support systems whenever needed and authorize e.g. orders, invoices in line with authorization policies and routines.
• Managing medical claims, Travel claims, etc for the MD.
• Enhancing administrative policies within the organization and within the office; recommending developments as appropriate
• Prepare and develop a records management system; maintain and recommend changes to records system when appropriate
• Any other related duties to be assigned by the MD.

Note: Job Description Indicates areas of responsibilities, not necessarily all of the daily activities.

Qualifications and Experience:

• B.S.c in Secretarial Studies or any related field,
• 6+ years administrative support or executive assistance to top management level,
• advanced MS Office experience Proficincy in MS Word, Excel, PowerPoint &Outlook.

Behavioral Competences:
Following instructions and procedures, working with people, Adapting and responding to change, Planning and organizing, Relating and networking, Persuading and influencing.

Soft skills:

• Self-Dirven.
• Teamwork.
• Problem solving.
• Follow up.
• Sense of sensitivity and confidentiality
• Communication Skills.

KPI:

• Report accuracy.
• Meetings minutes accuracy.
• Time to response.
• Proper Documentation system.
• Inventory and office supplies accuracy.
• Time Management and meeting deadlines.