Admin & Logistic Officer CARE International in Sudan
CARE Internationl is an organization driven by its mission to overcome poverty and social injustice. CARE International in Sudan is part of CARE International, whose vision is to seek a world of hope, tolerance, and social justice, where poverty has been overcome and people live in dignity and security. We are known everywhere for our unshakable commitment to the dignity of people. CARE and partners contribute to the empowerment of the most marginalized and vulnerable rural women and girls to exercise their rights.
Photo: Youth training session in Kass, South Darfur @CARE
Section/Unit:
Operation
Grade Level:
D
Duty Station:
Kassala
Duration:
12 Months
Closing Date:
10 Jan 2025
Background:
Minimum Bachelor's degree, preferably in management or administration
Duties and responsibilities:
Office Administration and support (15%)
Oversight internal office discipline and management, order and cleanliness both inside the office and surrounding environment,
Ensure and follow up repairs and maintenance work in the office and GH/s as appropriate, and supervise labors providing the service.
Manage and coordinate office and GH/s utilities (electricity, Gas, and water), and consumption.
Manage and organize CIS conference room, Ensuring: Confirmed bookings are announced and shared with others, Conference room announcement board is updated, and booking log sheet is updated for reference and analysis. As well follow upon out-of-office conference services if and when required.
Logistic & store management (35%)
Responsible for receiving supplies from the vendors/agencies,
Responsible for maintaining proper stacking of the supplies,
Update inventory ledger(s) and stack cards,
Document any discrepancy while receiving supplies.
Ensure preparation of waybills with correct dispatch information,
Co-ordinate with transporters the planning of moving supplies,
Update all records immediately upon each dispatch
Manage the fuel in the office, and produce fuel consumption reports and share with the supervisor
Conducting market survey in weekly basis with coordination with procurement officer.
Liaise with procurement officer for preparing GRNs of pending payments (online off line); maintain the documentation and Record keeping.
Follow up the delivery of items to the right place of program sites by the coordination with procurement officer.
Produce warehouse reports, and ensure CIS process and procedures are followed in warehouse management
Assist in the preparation and dissemination of documents and information on procurement as per needs of Head-of field office
Stationary Management (10%)
Manage and maintain the office stationary store.
Ensure availability of needed stationaries at all times and raise PRs when needed .
Produce and share stationary consumption reports with concerned staffs.
Keep all stationary records up to date.
Assist in the property management (10%)
Prepare all documents related to Annual Physical Inventory Count (APIC) and participate in the process, whenever requested to. And conduct snap checks whenever requested.
Ensure appropriate approval for property movement and assigning to CIS employees and/or consultants.
Prepare the waybill and transfer form when moving items from one location to another, ensure a proper documentation for the sent and received items.
Ensure all the purchased assets are registered by filling the property receipt form and get the appropriate approval,
Ensure copies from all property forms are sent to HQ property focal point
Prepare and update property inventory list for each office/ room.
Member of any disposal committee, fill the disposal form and send to Khartoum for the CD approval.
Reporting and Documentation (10%)
Report any administrative, logistic to Head of Program & Operation and direct supervisor.
Report any unauthorized usage, and/or misuse of all CIS equipments.
Ensure all warehouse/assets’ related files and documents are well maintained and available for review.
Maintain all records related to property movement from/to Nyala to other sites and assignment, and share with Supervisor
Any other assignment (10%)
a) Perform any other assignment as required by the logistics Dept. or Mission Management related to the position.
FIXED FOR ALL STAFF - Contribute to the Success of CIS Partnership Approach (5% time)
Participate in the selection of qualified Partners.
Support partner on procurement/logistics related issues.
Communicate regularly on partnering challenges and lesson learned.
FIXED FOR ALL STAFF- Uphold CARE Values and contribute to CIS shared priorities(5% time)
Be aware of the CIS Safety and Security Management Plan (SSMP) and comply with it at all times.
Promote CARE’s core values at all times.
Other priority tasks as required by management, for overall benefit of CIS.
Be aware of CARE’s commitments to Gender and Diversity, and strive to uphold them.
Minimum Qualification, Skills and Experience Required:
At least 3 years’ experience; work experience in international agencies, for not less than 2 years in an international or national organization, plus 1 years’ experience in Administration is an asset, good experience in IT-related things.
Language: Excellent communication in Arabic and Fluent in English
Computer: Word processing, Spreadsheet, familiar with the internet, is essential.
Ability to work under pressure, and for long working hours.
Cross-cultural sensitivity, adaptability, and flexibility.
Good team player.
Good report writing and analytical skills
Languages: Written and Oral Arabic; good communication in English is an advantage.
Computer: Computer literacy.
Ability to work under pressure, and for long working hours.
Cross-cultural sensitivity, adaptability, and flexibility.
Good team player. With the ability to learn and teach others
