Operations Assistant
DT Global
 Project/Contract: TEPS- Sudan
 Type of Contract: Long Term Technical Assistant, Full time, Specific Work Contract
 Supervisor: Operations Manager
 Duty Station: Khartoum
 Closing Date: 13 August 2020


DT Global (DTG) is an implementing partner for USAID Project – Toward Enduring Peace in Sudan (TEPS).

 Duties and responsibilities:

The Operations Assistant will assist the Operations Manager in the functioning of DT Global offices as well as responsibility for fleet and compound maintenance, staff movement, and database management. Responsibilities include, but are not limited to the following:

  • Assist in organizing and keeping administrative documents for all ancillary staff (timesheets, travel authorizations, leave requests, inventory sheets, stock cards, etc.)
  • Arrange and control the vehicle movements for Khartoum office and update the movement boards, daily movement log sheet with the daily planned trips (based on the movement requests received from staff)
  • Assist in preparation of inventory report, including monthly asset management sheet updates, annual inventory review, marking and tracking of organizational assets
  • Organize flights and hotel bookings for staff and visitors, coordinate their pickup/drop and taxi reimbursement if needed
  • Maintain small stock of fuel and keep the fuel stock cards updated
  • Responsible for follow up on the maintenance of the generator and updating fuel consumption log sheet
  • Organize small purchases for the Khartoum office as requested by the operations staff i.e. office electricity, water, garbage, and other services
  • Organize and follow up all repairs of office building and equipment
  • Coordinate amongst other departments and field offices as needed in regards to any administrative or operational requests
  • Receive materials, components, tools, equipment’s and other items and account for them, and organize shipment and transportation for the beneficiaries or sub-offices
  • Manage support staff and develop performance review plans with direct employees with agreed upon goals, include employee performance improvement, performance development, training, cross-training, challenging assignments
  • Ensure upkeep of office premises so that material handling, material preservation, stocking, receipt and issue can be done adequately.
  • Maintain services database for flights (domestics/international) schedule, tickets offices locations (travel agencies), contacts information, bus transportation, hotels, shipments/ storages and customs and clearance.
  • Consolidate fuel consumption records and distance and insurance maintenance work for all vehicles (including field offices) and submit weekly, biweekly and monthly reports.

 Minimum Qualification, Skills and Experience Required:

  • Degree/Diploma in logistics or a related field of study or the equivalent in years of experience
  • Minimum one (1) to two (2) years of experience of managing logistics within an International NGO in Sudan
  • Familiarity with logistics function including, structure, checks and balances, reporting, roles and responsibilities, quality standards, leadership
  • Ability to successfully lead change management processes, manage difficult personnel issues and lead a team
  • Advanced computer skills (common software programs such as Microsoft Suite)
  • Ability to make quick and good decisions in applying alternative solutions as scenarios change. 
  • Ability to work under pressure, independently and with limited supervision
  • Ability and willingness to work and live in a challenging environment

Applicants are requested to submit their CVs and a covering letter the letter should outline your motivation and why you believe you are qualified for this position.

The deadline for all applications is August 13, 2020

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