Reporting to the ERT Supply Chain Coordinator, the Administration Assistant will be responsible for managing both internal and external(non-IRC) visitors, link for International staff travel issues in Sudan and monitor visa and other travel requirements for international staff. The role will also be responsible for managing meetings and office space in Khartoum.

Responsibilities:                                                                                            

• Manage supplier communication that include responding to queries, directing to the right officer etc.
• Manage internal meetings through booking venues (internal and external), keep a register of the conference room booking requests etc.
• Receive, register, advice, direct and monitor internal and external visitors.
• Ensures that all necessary equipment and material is in place during meetings, conferences.
• When required, support in room allocations to permanent and visiting internal staff. Including local travel and crossing travel for expatriate arrangement.
• Arranging and work with Finance to prepare of taking advance, distribute and liquidate monthly phone allowance for International Staff.
• Keep a register and monitor expiry and issuance of expatriate staff visa and other immigration documents.
• Work with Khartoum and other field sites travel and Supply Chain teams to ensure that all International staff have valid travel documentations and stay permits/residency.
• Organize seating space for visiting staff and conduct introductory office tour for all new visiting and permanent staff.
• Plan and communicate seating arrangements for new permanent and staff
• Support the operations and programs in translating official letters to Arabic as may be required
• Liaise with HAC to apply for entry permits and providing officials with the accurate supporting documentations
• Monitor and coordinate accommodations and sleeping arrangements in all guesthouses.
• Prepare the necessary documentation for the request for per diem, travel and other administrative needs for the teams in the field
• Financial follow-up of purchase requests requested by the teams while ensuring the time supply
• Ensure liaison, coordination and administrative, financial and / or logistical monitoring for everything related to the Khartoum operations
• Ensure in advance hotel reservations for teams according to security standards and cost acceptable by IRC
• Assist Emergency Supply Chain coordinator in the evaluation of logistics / operations aspects
• Ensure internal supply and stock management of office supplies, computers, program phones;

Reporting:

• Prepare a monthly activity report for submission to the ERT Supply Chain Coordinator and Head of Office.  Produce a monthly Vehicle operation report, Asset List and stock report including transit stock. And also, PR and commitment tracking report

Systems Compliance and Improvement: -

• IRC-Sudan specific finance, logistics, IT, security, communications and human resource/administration policies and procedures.
• Any new procedures and guidelines designated in circulars from Country Director and ERT Supply Chain Coordinator.

Policy compliance – IRC way policies

• Ensure any violations of the IRC Sexual Abuse and Exploitation Code of Conduct are reported to the CD. The reporting of violations is an obligation on the part of all staff members.
• Assist where necessary in undertaking activities that aim to prevent the occurrence of sexual abuse and exploitation of beneficiaries by IRC and other humanitarian workers.

Confidentiality: 

• Ensuring the non disclosure of any information whatsoever relating to the practices and business of IRC acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.

Note: - The role of the admin assistant cannot be limited to the specific duties and tasks detailed herein.  The success of the IRC’s humanitarian mission is the highest priority and all issues which arise must be addressed accordingly. Therefore, admin assistant will be required to manage all unforeseen issues and circumstances and remain flexible to perform any other duties, as and when required.

• Diploma or degree in Administration or related degree
• At least 2 years’ experience of a similar role or equivalent in humanitarian or development programs
• Previous experience handling different stakeholders and/or coordinating activities
• Demonstrated understanding of working with people from different cultures
• Previous experience in emergency preparedness and response preferred
• Personal qualities: Team player, flexible, network-builder, able to handle pressure well.
• Fluency in Arabic and English is preferable and an asset.