Supervises:

• Administrative Officer
• HR Officer
• Procurement Officer
• ICT Officer

Background:

JASMAR Human Security Organization is a national, non-governmental, non-profit organization founded in 2001 and formally registered with the Humanitarian Aid Commission (HAC) in Sudan. Originally established to address landmine challenges and the risks posed by explosive remnants of war (ERW), JASMAR’s initial focus was on humanitarian mine action and community safety.

Over more than two decades, JASMAR has evolved into a multi-sector humanitarian and development organization, responding to complex and interconnected human security needs of conflict-affected and vulnerable communities across Sudan. Building on its early expertise in mine action, the organization has progressively expanded its programs to include protection and human rights, disability inclusion, DDR, HIV/AIDS prevention, food security and livelihoods, support to refugees and internally displaced persons, WASH, health and nutrition, education, peacebuilding, women’s empowerment, and community resilience.

JASMAR operates through a decentralized model, with its headquarters in Khartoum (recently relocated to Red Sea State) and state-level offices and field teams across multiple regions. During its lifespan, JASMAR has reached all Sudanese states (East Sudan, Darfur, Blue Nile, Kordofan, White Nile, Central & North Sudan) and is currently active in 10 states: Kassala, Gedaref, Red Sea, River Nile, Northern, Blue Nile, White Nile, Gezira, South Kordofan, and Khartoum. This structure ensures proximity to affected populations and enables timely, context-responsive interventions, especially in emergency and hard-to-reach settings.

Partnership and coordination are central to JASMAR’s approach. The organization maintains long-term collaborations with UN agencies, international and national NGOs, government institutions, civil society organizations, and community-based actors, and actively participates in coordination platforms and cluster mechanisms at state and national levels. This has established JASMAR as a reliable partner meeting donor compliance, accountability, and quality standards.
 

Job Purpose

The Senior Administrative Officer is responsible for leading and overseeing the Administration, Human Resources, Procurement, and Information & Communication Technology (ICT) functions of the organization.

The role ensures efficient operational support, strong ICT governance, compliance with internal policies and donor regulations, and effective management of office systems, human capital, procurement processes, and digital infrastructure.

The position plays a key leadership role in strengthening internal controls, promoting operational efficiency, enhancing information management systems, and supporting program implementation through reliable administrative and technological services.

Leadership & Management

• Lead, supervise, and mentor the Administration, HR, Procurement, and ICT teams.
• Develop annual operational work plans aligned with organizational strategy.
• Establish performance objectives and conduct regular staff performance evaluations.
• Ensure segregation of duties and strong internal control systems across all supervised departments.
• Promote teamwork, accountability, professional development, and digital innovation.
• Strengthen coordination between Administration, HR, Procurement, ICT and program teams to improve service delivery and information flow.

Administration & Office Management

• Oversee office operations, facilities management, fleet management, asset management, and logistics.
• Ensure proper asset register management and periodic physical verification (including ICT assets).
• Maintain effective document management and filing systems (physical & electronic).
• Ensure insurance coverage, service contracts, and maintenance agreements are up to date.
• Lead safety, security, and risk mitigation measures in coordination with management.

Human Resources Management

• Oversee recruitment and onboarding processes.
• Ensure compliance with labor laws and organizational HR policies.
• Manage payroll coordination, leave management, and employee records.
• Lead performance management systems and staff development initiatives.
• Handle disciplinary procedures and employee relations matters.
• Ensure safeguarding and code of conduct policies are implemented.

Procurement & Supply Chain

• Ensure procurement processes comply with organizational and donor regulations.
• Review procurement plans and purchase requests (including ICT equipment and services).
• Manage tendering, bid evaluation, market analysis, and vendor selection processes.
• Ensure proper contract management and supplier performance monitoring.
• Maintain an updated vendor database.
• Strengthen procurement internal controls and transparency mechanisms.

ICT Oversight & Information Management

• Provide strategic oversight to the ICT department and ensure alignment with organizational objectives.
• Ensure the reliability, security, and efficiency of IT infrastructure (hardware, software, networks, and communication systems).
• Oversee implementation of data protection, cybersecurity, and backup protocols.
• Ensure proper management of organizational databases, digital records, and information systems.
• Monitor ICT service delivery, system performance, and user support effectiveness.
• Ensure ICT asset inventory, maintenance, and lifecycle management.
• Support digital transformation initiatives and automation of administrative systems.

Policy & Compliance

• Support development, update, and implementation of administrative, HR, procurement, and ICT policies.
• Ensure compliance with donor requirements, cybersecurity standards, and audit regulations.
• Support internal and external audits by providing required documentation.
• Identify operational and ICT-related risks and recommend mitigation measures.

Budget & Financial Coordination

• Prepare and monitor administration, HR, procurement, and ICT budgets
• Ensure cost efficiency and value-for-money practices.
• Coordinate closely with Finance Department on payments and financial controls, and with Program Department to ensure effective and efficient support is provided.
• Review and endorse administration, HR, procurement, and ICT-related expenditures and service contracts.

Reporting

• Prepare monthly and quarterly operational reports.
• Provide management with updates on staffing, procurement status, ICT system performance, and operational risks.
• Support proposal development with HR, operational, and ICT inputs.

1) Education:
• Bachelor’s degree in Business Administration, Human Resource Management, Supply Chain Management, Public Administration, or related field.
• Master’s degree is an added advantage.
• Professional certifications (such as CIPS, PMP) are desirable.
 

2) Experience:
• Minimum 5–10 years of progressive experience in administration, HR, and procurement.
• At least 2 years in a supervisory/management role.
• Experience working in nonprofit or donor-funded organizations is highly preferred.
 

3) Languages Required:
• Fluency in Arabic (written and spoken).
• Fluency in English (written and spoken).
 

Core Competencies

• Strong leadership and team management skills.
• Deep knowledge of HR, procurement, administrative, and ICT systems.
• Strong understanding of internal controls, compliance, and cybersecurity principles.
• Strategic thinking and digital transformation mindset.
• Strong analytical and problem-solving skills.
• High level of integrity and professionalism.
• Strong negotiation and vendor management skills.
• Excellent communication and report writing skills.
• Ability to manage change and organizational systems improvement.