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Re Advertisement -Admin and IT Officer
Muslim Aid

Muslim Aid is a faith-based British international charity that provides help to people who are victims of natural disasters, conflict or suffering from poverty, hunger, disease and illiteracy. It was established in the United Kingdom in 1985 in response to the drought in the Horn of Africa. Muslim Aid's Sudan Country office (MASCO) was set up in 1991 in response to the strategic need and to enable the continuation of effective aid work in the country. Currently, Muslim Aid is implementing projects in Kassala, Central Darfur and Red Sea State , Algazieera State , Gdarief State in Sudan.

 Section/Unit: Supply Chain
 Grade Level: O
 Supervisor: Supply Chain Coordinator and HOO for ICT
 No. of Post: 2
 Duty Station: Khartoum
 Duration: 1 year
 Closing Date: 19 March 2023


The post holder will Upgrading, installing and configuring new hardware and software to meet Muslim Aid objectives. Implementing security protocols and procedures to prevent potential threats. Providing administrative support and ensure that all administration and log running smoothly and efficiently.

 Duties and responsibilities:

Information Technology:

  • Deploy, configure, and maintain ICT systems and databases, including networks, SharePoint, servers, and telecommunications. Troubleshoot and address issues to ensure optimal performance. 
  • Configure and maintain applications and user devices. Provide timely and quality service delivery, technical support, and advice to user requests to ensure proper user access to agency business data and information.
  • Maintain inventory of ICT equipment, hardware, and software and ensure adequate supply and functionality, in collaboration with relevant staff. Provide input to budget for ICT related expenses.
  • Coordinate relationships with suppliers to facilitate delivery of ICT-related services that meet CRS business requirements and needs.
  • Partner with program staff to support integration and evolution of digital solutions in improving program implementation. Support building capacity of program staff by supporting use and integration of digital data collection tools with ICT solutions.
  • mange visiting remote office for IT technical support
  • liaise with national telecom companies for daily issues and report any issues with the series provided
  • support staff in training in One drive, SharePoint and office and internet services
  • Prepare statistical reports on ICT-related data and metrics. As needed, implement measures to ensure required standards are met. 


-Develop and maintain good working relationships with HAC.

  • Maintaining both electronic and hard copies filling systems for international staff documentation & correspondences. 
  • Preparing office needs and supplies. Responsible for the storage prepares once in three months a list of all the supplies needed by MA Sudan Office. Keeps track of the supplies    use
  • Ensure proper servicing, maintenance and repair of vehicles, in accordance with MA standards. Any irregularities to be investigated and reported to the Sub-Office in charge and Khartoum Office. 
  • Ensure records are kept for mileage driven fuel added and the vehicle log book maintained, including for rented vehicles. At month end provide an analysis on vehicle use to be charged to the different projects being implemented by the Sub-Office. 
  • Fuel consumption tracking and reporting implemented and responsibility for/supervision of fueling at all times and report any anomalies to the Sub-Office in charge. 
  • Ensure all vehicles have up to date licenses, registration, and insurance and ensure timely renewal of the same. 
  • Monitor daily vehicle movement & drivers’ assignment 
  • Make MA all the asset list up to date including field office and Report HOO and Log Coordinator monthly basis.

Facilities utilization and management: 

  • Supervise and organize all maintenance and repairs for MA premises (office, warehouse and guesthouses) and equipment therein, ensuring they are compliant with standards. 
  • Maintain and update a database of skilled contractors, such as electricians, constructors, carpenters. 
  • Implement the agreed energy setup for the MA structures & ensure their correct operation. 
  • Ensure a permanent functioning electrical supply through city power and generator backups through hardware maintenance procedures, including ensuring a minimum stock of fuel and electricity bills are paid within the stipulated time frame. 
  • Follow up and report in fuel and spare part consumption, observing and reporting irregularities and making recommendations to improve efficiency while minimizing costs. 
  • Ensure the guesthouse facilities are maintained, regularly cleaned and aired and that utilities are in sufficient supply for use by visiting staff. 
  • Set up and maintain a booking system for guest room utilization in the residences. Ensure that all guesthouse residences and short-term visitors travel times and dates are noted in the plan. Coordinate with Head of Operations and CD on flights and transport for arriving and departing guests and residents. 
  • Organize and maintain a system of ‘welcome kits’ for new staff and short-term visitors and guests, to include towel, soap, 2x bottles of drinking water in their room on arrival. 
  • Set up and maintain a room inventory of furniture, fixtures and fittings for each guest room. Develop a standardized room inventory in consultation with the Head of Operations and organize the procurement of missing or replacement items as required. Ensure an inventory check is done in a guest room each time it is vacated. 
  • Ensure that all fixtures and fittings are in place and report missing or faulty items to the Residents and the Head of Operations/AC 
  • Inspect all the guesthouses to ensure general cleanliness standards and ascertain what structural changes and maintenance repairs must be undertaken to maintain the safety, physical integrity and smooth functioning of the guesthouses and office premises. 
  • Implement management decisions on any structural changes and ensure that requests for maintenance or servicing or repairs are forwarded to the Head of Operations for action within one working day. 
  • Develop and maintain a written schedule of guest services, including laundry. 
  • Carry out inspections of rooms, services, fittings and fixtures in all MA Sudan guesthouses/office every two months. 
  • Provide a written report to the Head of Operations on any inventory gaps, essential repairs and maintenance, cleanliness, compliance by residents to Code of Conduct and any other issues affecting the smooth and effective running of the facilities. 
  • Follow through on all maintenance “Work Order Requests” requests supervising the requested jobs to completion. Thereafter, submitting certificates of completion, financial payment requests so that the contractors receive justifiable payments. 

   Maintenance and repair and supplies 

  • Coordinate with Head of Operations in ensuring necessary documentation is provided for all maintenance work financed through MA Sudan including copies of all maintenance requests, quotes, invoices and requests for payment. 
  • Set up a water supply backup system for offices, kitchens and guest rooms. Undertake daily checks on water supply from boreholes and other sources are working adequately. Ensure that all guest rooms and kitchens have a replenished back up water storage in case of water supply failure. 
  • Supervise and ensure timely maintenance and replacement of chemicals and spares for the drinking water filtration system. 
  • Report to Head of Operations on all maintenance and repair requests for the residences. Maintain a log of requests and repairs in guest houses and monitor services and timeliness. 
  • Monitor functioning of all mechanical and electrical and electronic fixtures, fitting and services at the Residence (generators, water pump, water filters, solar panels and inverters, television, stoves, washing machines, fridges, freezers, ACs, compound security lighting, internet modem and internet ISP) and report any breakdown. Provide a written checklist report on functioning to the Head of Operations. 
  • Monitor and report that servicing and maintenance of equipment is carried out to agreed timetables. 
  • Set up and maintain a ‘customer feedback ‘system for guest and residents’ suggestions and complaints for services improvement. 
  • Organize and account for a stock inventory and monitor the use of consumables used by the residents, including tea/coffee/milk/ sugar and management of consumables used for cleaning (toilet paper, washing powder, disinfectant, bleach, insecticide and small repairs (e.g., light bulbs) 
  • Set up a system for hygienic waste disposal in the kitchen and in the compounds. Set up a safe system for waste disposal in guest rooms, common areas and kitchen and ensure waste bins are used properly, kept covered and emptied on a specified rota. 
  • Organize and implement a schedule of periodic pest control at the residence, including insects and rodents. 
  • Conduct weekly meetings with GH personnel and report issues of concern to Operations Management and the Residents’’ Committee. 
  • Coordinate with Khartoum/field office Office to ensure that all hard security measures such as razor wire, alarms, security lights, etc meet accepted MA standards. Report any malfunctioning, e.g., broken security lights, to the Head of Operations/AC 

    Other Admin Tasks 
  • Participate in field visits, meetings, and other activities as requested by Head of operations. 
  • Prepare travel documents for Operations staff, vacation planning, “Vacation Requests,” requests for advances, and other documents as requested by staff liaison with HR 
  • Ensure timely liquidation of advances by staff. 
  • Other relevant tasks as assigned by Supervisor. 
  • The Admin Officer will participate in recruiting, guiding and orienting subordinates. 
  • S/he will supervise the daily operations and work of maintenance staff. 
  • Establish meaningful monthly and annual performance plan with subordinates and evaluate and document employee performance both formally, through the coaching sessions and the annual appraisal and informally, but regularly throughout the year. 
  • Conduct coaching sessions and ongoing mentoring as per MA policy. 
  • Ensure ongoing motivation of subordinates and continuous capacity building, clearly communicate practical recommendations to be taken by either MA, or the employee, or both, to improve performance. 
  • Perform any other duties as may be requested by his supervisor  

   Bachelor in Information technology, computer science or a related field.Essential
Master degree in Business Administration is desirable Essential 
Other IT professional qualification Desirable
Experience & knowledge:
4-5 years’ experience within an International non-profit organization, UN .Essential
Good practical knowledge of procurement and budget Management Essential
Skills and Abilities
Excellent leadership, team coordination skills Essential
Detail oriented and the ability to prioritize tasks effectively and meet deadlinesEssential
Strong analytical skills and attention to detail Essential
Proven initiative and ability to work independently Essential
Professional proficiency in Arabic &EnglishEssential
Willingness and ability to travel Essential
A strong communicator, demonstrating the ability to network, present and negotiate effectively at a very senior levelEssential
Ability to work in a systematic and methodical mannerEssential
Work independently, accurately and efficiently to deadlines and targets, often under pressure, managing a wide and varied workload, using strong organizational skills, with minimal supervisionEssential

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