Admins/Program Assistant
ADRA

ADRA Sudan has been operational in Sudan for over 40 years and currently leads humanitarian assistance efforts in conflict-affected Blue Nile, White Nile and West Darfur States, supporting IDPs, returnees, refugees and host communities. ADRA is also implementing urban programming supporting women projects in Khartoum state.ADRA Sudan’s current areas of programming include food Security and livelihoods, WASH, nutrition, Peace building and Conflict Resolution, Education and protection, with gender Equity and environment mainstreamed.


 Duty Station: Port Sudan
 Closing Date: 22 July 2024

 
 Background:

POSITION PURPOSE

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The overall objective of the post is to provide support to ADRA SUDANís programme both at head office and field level. The Programme Officer reports to the Programs Manager/Director and works closely with the relevant technical advisors on proposal development, donor reporting and communication materials development. The post will involve some regular/frequent travel to field sites.

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 Duties and responsibilities:

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ADRA MISSION STATEMENT

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ADRA works with people in poverty and distress to create just and positive change through empowering partnerships and responsible actions.

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ADRA SUDANíS VALUES

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ADRA Sudanís key values are:

  • Respect to individuals without regard to their race, gender, culture, family background, or belief system, especially the most vulnerable of society, such as women, children, elderly, poor, and people with special needs;
  • Integrity and transparency in relationships with all persons, organizations, systems, and processes, including the ADRA network;
  • Excellence in all activities.

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KEY RESPONSIBILITIES

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Donor Pipeline and Reporting

  • Research, write, quality narrative for proposals and Concept notes, support budget preparation and work plans and ensure responsiveness to the requirements of the funding opportunity, facilitating input from relevant departments
  • Prepare ad-hoc updates for donors, potential partners and ADRA SUDAN as requested including PowerPoint, facts sheets and talking points.
  • Ensure donor correspondence is filed in appropriate donor files as needed.
  • The Admin/Program Assistant will work with technical advisors and programme director to develop donor reporting, and manage the scheduling and logistics for all donor (current and potential visits)
  • Support project activities in coordination with the programme manager/director.

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Admin

  • Maintain and update program and country office files.
  • Ensure the production and submission of interim and final programme donor reports and monitor programme progress.
  • Plan review meetings with the finance, programmes and operational / support staff.

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Communications:

  • develop relevant and timely communications that will help to build ADRA SUDANís brand and increase awareness of the work that ADRA SUDAN.
  • Maintain the communications, visibility and branding database for ADRA SUDAN various donors, partners and programmes and review all communication, branding and visibility requests by programme teams.
  • Manage the development of external communications and visibility materials, working with senior managers, programme director and technical advisors to agree content and layout.
  • In liaison with field teams, programme director and technical advisors develop project documentation e.g. web, project profile with complete success stories, pictures etc. for ADRA SUDANís which showcases programming and successes.

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Representation and Networking

  • The Programme Assistant will help build ADRA SUDANís visibility and promote our work with potential donors and partners.
  • Represent ADRA SUDANís as appropriate at external forums e.g. Cash Working Group etc. and as requested by the Programmes director
  • Liaise with partners, implementing partners, grant partners, consultants, service providers, government agencies and other external stakeholders as appropriate.

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WORK HEALTH, SECURITY AND SAFETY (WHSS)

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Workers are responsible for:

  • Carrying out their duties in a manner which does not adversely affect their own health, security, and safety or that of others;
  • Cooperating with measures introduced in the interests of work health, security and safety;
  • Undertaking relevant training provided in relation to WHSS;
  • Immediately reporting all matters which may affect workplace health, security and safety to their supervisor;
  • Correctly using any information, training, personal protective equipment and safety devices provided;
  • Refraining from intentionally misusing or recklessly interfering with anything that has been provided for health, security, and safety reasons;
  • Undertaking only those tasks for which they have authorisation and/or the necessary training, and for which all necessary safety arrangements are in place; and
  • Cooperating with arrangements made to assist the return-to-work of ill or injured employees.
  • Follows other job-related activities that are assigned by superior.

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 Minimum Qualification, Skills and Experience Required:

QUALIFICATIONS

Education:

  • Bachelorís degree in the field of information and data management, social sciences, development studies or any related field;

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Experience:

  • One year ¬of experience progressively responsible professional working experience in any I/NGO doing development or humanitarian work in the area of monitoring and evaluation with perspectives on women and gender;
  • Experience of working in the field of reporting and monitoring to include experience in developing plans, tracking results, reporting to different partnering agencies;

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Skills and knowledge:

  • Proficient in report writing;
  • Analytical and problem-solving skills;
  • Willing to work both within a team and independently;
  • ďSelf-starterĒ and organized
  • Good listener, communicator, and team builder;
  • Creative and innovative problem solver and leadership;
  • Flexible and willing to make quick changes as needed;
  • Excellent in English both spoken and written;
  • Proficient in using MS Word, MS Excel, and MS PowerPoint;



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