PRIMARY PURPOSE OF THE POSITION

The Admin Officer is responsible for planning, organizing, and implementing administrative services related to the care and optimal functioning of the ALIGHT Port Sudan office and guesthouse premises. S/he will ensure cleanliness and orderliness of the interior and grounds of the office building and guesthouses, while minimizing risks factors that could potentially lead to workplace hazards or disruption of ALIGHT 's work. In this capacity, s/he will oversee the work of the cleaners, by planning and assigning workload to meet current and potential demand. S/he will ensure the facilities are provided with the supplies and equipment needed.

PRIMARY DUTIES/RESPONSIBILITIES

Facilities Maintenance Duties:

• With the support of the direct supervisor, develop policies and procedures to guide the ALIGHT cleaning crew in the implementation of their duties.
• Under the guidance of the direct supervisor, develop/adapt Office Safety Rules that aim to ensure a safe and healthy work environment. Display Safety Rules throughout the office and provide orientationto staff.
• Coordinate with Liaison consultant for all international staff travel permits, visa extension and other relevant liaison tasks, with guidance of supervisor as assigned.
• Develop and implement a cleaning Crew Work Schedule template to plan, prioritize and assign duties to cleaning staff on a weekly basis, ensuring fair distribution of tasks.
• Schedule staff leave time, ensuring adequate staff levels to cover for planned or unanticipated absences and peaks in workload. Hire, schedule and allocate workload to casual workers, as needed.
• Conduct daily inspections of office interior and grounds to verify that the premises are maintained to the highest possible standard of cleanliness and safety.
• Identify needs for waste disposal, improved safety measures, routine maintenance, repair or renovation.
• Maintain non-asset (general inventory) of office and guesthouses in Port Sudan. Alert supervisor for any loss/damage and complete procedure for disposal.
• Work as a primary contact person for cellular phone communication management including the issuance of cell phones/SIM cards to staff, top-up and monthly payments.
• Book commercial flight air tickets for staff as and when required and process monthly payments to travel agency.
• Manage hotel bookings for visiting staff and guests, GH room allocation, and timely payments to service providers.
• Arrange food and drinks for meetings and workshops, as requested. Oversee the arrangement of meeting space.
• Compose routine correspondence letters and replies, based on general instructions.
• Primarily responsible for the initiation, preparation, renewal, payment and maintaining property leases for Alight Sudan. Coordinates with field office for renewal of leases before expiry.
• Support supervisor for All ALIGHT properties – Building rental – repair and maintenance, renovation, to coordinate with all field logistics/admin focal and provide technical support as necessary.
• Maintains lease matrix for all properties and submit to supervisors and HoO on regular basis. Flags and action points to supervisors.
• Develop a Cleaning Crew Activity Checklist for the cleaning crew to report on tasks completed at the end of their workday.
• Conduct monitoring visits to the guesthouses to inspect the productivity and quality of tasks completed by cleaning crew, as well as the functionality of equipment and the condition of the furniture.
• Review and verify cleaning crew timesheets.
• Conduct performance appraisal of direct reports at the end of the fiscal year.

Logistics Duties:

• Conduct monthly inventory of food, kitchen, emergency food stock, and cleaning supplies for the office and guesthouses. Identify needs for replenishment and/or disposal; take proper follow-up action.
• Prepare PRFs for food products, cleaning supplies, and cleaning. equipment for the office and guesthouses. Review related invoices for accuracy.
• Obtain a schedule of the expat, national staff, and visitors' arrival in Port Sudan, to ensure timely preparation of guesthouse rooms/apartments.
• Timely initiate PRFs and FWA requests for admin services such as drinking water supply, garbage collection, and office/GH maintenance services.
• The list is not exhaustive, and any other relevant tasks assigned by supervisor.

EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED

• University degree in Business Administration, or Management Science or any other relevant field. Certification in administrative work preferred.
• 3 years of progressively responsible clerical and administrative work at officer level. 
• One-year relevant experience in Admin management at officer level with INGO.
• Technical knowledge of office/guesthouse equipment with regular service requirement, faults and maintenance requirements.
• Excellent interpersonal & communication skills.
• Fluency in English and Arabic oral and written is required.
• Willingness and ability to work in unstable environments and adhere to ALIGHT's security policies.
• Excellent computer skills.

KEY BEHAVIORS & ABILITIES

• Ability to Apply Technical Expertise
• Maximizes use of resources to meet standards
• Ability to live and work under hardship condition with limited resources
• Demonstrate good organization capabilities
• Punctual at his/her duty station
• Respectful and willing to support others
• Confident in carrying out his/her tasks
• Ability to work independently and effectively as a member of team.
• Demonstrate commitment to Alight’s core values and policies.

We are on a journey to build Alight, a new platform of amazing people and organizations providing lifesaving services and creating breakthrough solutions for and with the displaced. WeAreAlight.org
 

Alight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status.  Alight complies with all applicable laws governing nondiscrimination in employment.