• We strive for lasting impact.
• We are open and accountable.
• We work well together.
• We are inclusive and empowering.

Plan International started working in Sudan in 1977 and has a presence in four states out of 18 states, mainly (Kassala state, White Nile State, North Kordofan State and Darfur State) and implemented it program via a Child Centered Community Development (CCCD) approach, focusing on child rights, implementing programs designed to enable communities to improve the lives of the most vulnerable and disadvantaged children and their families.

How does this post support Plan’s strategy and mission? Demonstrate links global strategy. 

Admin Assistant role is to ensure that appropriate procedures, process and control mechanisms are in place for the smooth running of the programs and that all administrative, procurement and logistics supports are provided without delay and as per the corporate policies and procedures of Plan Operational Manual (OM) and the Procurement SOP. The Administration Assistant is also responsible for maintaining day to day financial, accounting, administrative and personnel services in order to meet the office daily administrative work.

The main job of this position is to liaise with HAC for all issues related to the implementation of the development and humanitarian interventions related to Plan International Sudan work in the country such as expats work permits, procedures, follow-up the approval of the projects technical agreements, renewal of registration certificate, as well as alert the organization with the new policies or procedures provided by HAC to ensure that appropriate procedures, process and control mechanisms are in place for the smooth running of the programs/ projects.

On other hand the job holder should ensure that all administrative supports are provided without delay and as per the corporate policies and procedures of Plan Operational Manual (OM).

The nature of your job required flexible hours of working, and it is expected from you to organize your work to make sure that your tasks are achieved during the working hours.

• Confirming that Plan Sudan is processing according to Joint Procurers Center (JPC) requirements. (Approval TA/ entry and exit visas/Annual/Biannual Report/ …etc)
• Report on the status of visas submitted by Plan to JPC on weekly basis and report any challenge if any.
• Follow-up the approval of the Technical Agreements with HAC and report the gaps if any to the concern manager.
• Comply with Directory of procedures related to immigration and labor Expat and national staff procedures
• Always implementing Plan International financial policies and procedures.
• Maintaining a good working relationship with relevant CO partners and government institutions.
• ­­ Ensures proper office set up and work environment
• Working with multiple teams at different locations and time zones.
• Carrying out all administrative duties as required by Direct Supervisor.
• Always serve to mitigate the Risk according to Operation Manual and Book of Procedures.
• To attend the monthly meeting and any other meetings as required.
• Ensure that, Child Protection Policy (CPP) and other related policies are implemented carefully and with accountability.
• Familiarize with the gender equality policy and gender strategy and support in fostering a gender sensitive working environment.
• Ensure HAC compliance are in place (customs agreement/Registration/Requirements/ online report).

Key End Results of Position: See Section 7b

“What” is done and “why”, but not “actions” or “how”; include indicators for success

• Ensure Entry/ exit visas are issued for national staff travelling aboard for Plan business.
• Ensure that Entry visas had been forwarded to relevant Embassy by concerned Ministries.
• ­­ Ensures proper office set up and work environment
• Maintain filing system and archiving of all documents related to his job.
• Follow up on the Plan Sudan Annual Registration renewal before at least 3 months every year.
• Follow up on Importation List & extension of Customs Agreements every year with HAC and other relevant government ministries.
• Follow up on Plan Sudan Exemptions with HAC and other relevant government ministries.
• Follow up on Visas (Entry/Work Permit/ aids exemption/Stay permits/Exit Re-entry/Travel Permits).
• Submission of the last year implemented projects and the proposals and plan for next year.
• Maintain filing system and archiving of all documents related to his job.

Dealing with Problems: See Section 7c

Application of knowledge required for the role, complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them.

The nature of this job required flexible hours of working, and it is expected from you to organize your work to make sure that your tasks are achieved during the working hours.

• As you will be working on immigration process you will need high competency in managing stress and achieving your objectives.

The nature of your job required flexible hours of working, and it is expected from you to organize your work to make sure that your tasks are achieved during the working hours.

• Bachelor’s degree in General relation / Adminstration Management or equivalent is required.
• Post graduate degree is highly recommended

Communications and Working Relationships: See Section 7d

Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact

• Communicate with line manager and other department to ensure approval and good quality and progress of work. (Internally)
• Communicate with relevant PAs partners and government institutions.
• Communicate with organization guests.
• Communicate with others organizations which work in the same field.

Knowledge, Skills and Behaviours Required to Achieve Role’s Objectives: See Section 7e

Knowledge:

•  Knowledge in developmental field.
• Mutual knowledge with other organizations which work in the same field.
• Knowledge in project management.
• Knowledge of operation of standard office equipment.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping.
• Knowledge of principles and practices of basic office management.

Skills

• Analytical and problem solving Skill
• Time management skills
• Flexibility and ability to work hard.
• Ability Multicultural work environment.
• Team spirit.
• Building relations and race Plan Sudan profile/ Image.
• Diplomacy and understating of work environment.
• Computer skills and knowledge of relevant software.

Behaviours

• Cooperative
• Honest
• Problem solve oriented.
• Flexible.
• Supportive towards team members.
• Positive.
• Demonstrate sound work ethics.
• Initiative
• Confidentiality
• Guided by Plan and CCCDA principles.

Guided by Child Protection and Gender policies.

Physical Environment and Demands: See Section 7f

May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.

• The Administration Officer/ Liaison will have to spend long hours sitting and using office equipment and computers, which can cause muscle strain.
• The Administration Officer may have to manage a number of tasks at one time, and may be interrupted frequently to meet the needs and requests of residents, clients and contractors.
• The Administration Officer may find the environment to be busy, noisy and will need excellent organizational and time and stress management skills to complete the required tasks.
• The Administration Officer Liaison will have to manage a number of requests and situations at one time.

Stress may be caused by the need to complete tasks within tight deadlines.

Plan International’s Values in Practice

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.

We work well together

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

1. We empower our staff to give their best and develop their potential
2. We respect all people, appreciate differences and challenge equality in our programs and our workplace
3. We support children, girls and young people to increase their confidence and to change their own lives.

Level of Contact with Children:

Low contact: No contact or very low frequency of interaction.