1. Job Summary: 

Admin Assistant’s is responsible generally to ensure that the office and Guesthouse buildings and grounds clean, safe and suitable for staff and create a work environment that is conducive to increased productivity and improved quality of life for employees. Also, Admin Assistant is ensuring that the buildings meet all necessary health standards. In addition, Admin Assistant is ensuring that best practices are followed within an organization, to achieve maximum efficiency and provide the most suitable working environment for its employees and their activities. The Admin Assistant also is responsible for ensuring that all assets consistently meet building regulations. Moreover, he is part of strategic planning and day-to-day operations, particularly concerning buildings and premises all the above in a manner consistent with CARE International policies, procedures, and protocols. An admin assistant is responsible for managing petty cash.

2. Objectives of this role:

• Coordinating and planning essential business services such as maintenance, reception, archiving, mailing, cleaning and waste disposal.
• Ensuring that buildings and facilities meet the required health and safety requirements and government legislation.
• Managing and leading the changes of facilities to ensure minimum disruption of the business core activities
• Ensure all building facilities adhere to proper safety standards and cleaning procedures
• Maintain equipment and building provisions to meet health and safety requirements
• Organize and plan building installments and refurbishments
• Communicate with external contractors and vendors
• Keep building and all facilities up to code and accurately follow maintenance protocol.
• Managing the office's petty cash properly. 

• Support Operations department in ensuring that the Port Sudan office adhere to CARE and donor Logistics and administrative policies, guidelines, and SOPs.
• The Administration Assistant run routine safety inspections, corresponding with contractors, planning maintenance work, maintaining records in line with CARE policies and procedures.
• Responding quickly to emergencies that arise in workplaces and dealing with them appropriately.
• Support the CARE on Customs clearance of goods from the port and coordinate with the department and arranging logistical support for last mile deliveries.
• Support CARE in establishing an effective filing systems/archiving using CIS online shared folders for Port Sudan office for easy accessibility and e-security of CIS files, information, and data. 
• Assist the Operations Department in providing audit and control checks within the country office to ensure compliance with CARE policies and donor guidelines.
• Oversees building and grounds maintenance.
• Ensure Operates and maintains office equipment.
• Ensures that the facility is clean and maintained according to CARE policy and procedures.
• Conducts and documents regular facilities inspections.
• Checks completed work by vendors and contractors.
• Recommends maintenance, mechanical, electrical, and facility design modifications.
• To provide advice to operational managers as required. To support the operational services to maintain and improve the environment built and the equipment they require to operate their services.
• To provide technical advice to Unit Managers on day-to-day maintenance and repair issues.
• Participate in relevant meetings with colleagues to establish priorities, manage workload and monitor strategic direction.
• To produce or contribute to reports for relevant managers as required. 
• To manage building alterations and refurbishment projects and to ensure that the work is carried out in accordance with the brief and within budget.
• Prepare specifications and contract documentation for work as required.
• To carry out all duties in line with CARE Health and Safety policy and procedures to ensure the wellbeing of staff, service users and contractors.
• Participate in the reviewing of Emergency Plans and Contingency Plans as required. 
• Ensure the paper and electronic filing systems for maintenance and inspection records are maintained and kept up to date. 
• Ensure the safety files and other recording systems used by the team are maintained and kept up to date.
• To undertake other duties as may reasonably fall within the parameters of the post.

4.Contacts and Key Relationships:

• Internal: Create a link with different office departments and other field offices. 
• External: Different service providers, Line ministries, Customs administration and other related ones in the Country Offices.

5. Working Conditions:

• The position is based in Port Sudan office and requires to be ready to emergency issues occurs in office and GH.

• Education: University degree in the field of Administration, Logistics, procurement, facility management, Business Studies, public relationships, information management, engineering, or equivalent. 
• Experience: 2 years’ work experience in related fields, preferably in INGOs or UN agencies.
• Language: Excellent communication in Arabic and English.
• Computer: Advance knowledge and skill on computer operation is required Proactive problem solving, innovative, analytical.
• Experience in planning and maintaining facility budgets.
• Excellent verbal and written communication skills.
• Contract handling experience.
• Strong attention to detail.
• building management and building services engineering.
• Facilities management, hospitality, surveying and property management.
• Excellent time management and multitasking skills.
• Great management and problem-solving skills.