Position Purpose

The Office Assistant & Secretary provides direct and confidential administrative, secretarial, coordination, and organizational support to the General Manager, while also supporting the effective functioning of the Office of the General Manager.

The position serves as an important focal point for the General Manager's office and is responsible for managing appointments and schedules, correspondence, meetings, records, communication, follow-up of assigned actions, and other administrative matters. The post holder will facilitate effective communication between the General Manager and JASMAR departments, field offices, partners, government authorities, and other stakeholders, as directed.

The post holder is expected to demonstrate professionalism, confidentiality, integrity, good communication skills, attention to detail, and a service-oriented attitude in all interactions with JASMAR staff, partners, visitors, government authorities, communities, and other stakeholders.

Key Responsibilities

A. Office Administration

• Provide day-to-day administrative and secretarial support to the office and assigned staff.
• Maintain an organized, clean, functional, and professional office environment.
• Receive and direct visitors, guests, partners, and other stakeholders appropriately.
• Receive, register, distribute, and dispatch incoming and outgoing correspondence.
• Maintain office contact lists and administrative records.
• Support the scheduling and coordination of appointments and official meetings.
• Assist with photocopying, scanning, printing, binding, and other routine office tasks.
• Ensure that commonly used administrative forms and stationery are available.
• Support the implementation of JASMAR administrative procedures and systems.

B. Secretarial and Management Support

• Manage and maintain the General Manager's calendar, appointments, meetings, and scheduled commitments.
• Coordinate appointments and meetings involving the General Manager and ensure that relevant documents and information are prepared in advance.
• Prepare, type, format, proofread, and finalize correspondence, letters, memos, reports, presentations, minutes, briefs, and other documents as instructed by the General Manager.
• Prepare meeting agendas, briefing materials, attendance lists, and other documentation as required.
• Attend meetings when requested, take accurate minutes, document decisions, and maintain action-point trackers.
• Follow up with responsible staff on action points and pending matters assigned by the General Manager and provide timely status updates.
• Maintain an organized and confidential filing system for the General Manager's office.
• Prepare draft responses and routine correspondence for the General Manager's review and approval.
• Screen and appropriately direct routine requests, calls, correspondence, and visitors addressed to the General Manager.
• Handle sensitive, confidential, and privileged information with the highest level of discretion

C. Correspondence and Communication

• Receive, screen, register, and appropriately channel telephone calls, emails, letters, invitations, and other communications addressed to the General Manager.
• Draft routine correspondence and communication materials based on the General Manager's instructions.
• Maintain a confidential register and tracking system for incoming and outgoing correspondence of the General Manager's office.
• Ensure timely circulation of instructions and approved communications to relevant staff and departments.
• Facilitate communication between the General Manager and JASMAR departments, field offices, partners, government authorities, donors, and other stakeholders as authorized.
• Maintain professional, courteous, and diplomatic communication on behalf of the General Managser's office.

D. Records and Filing Management

• Maintain systematic and confidential physical and electronic filing systems for the General Manager's office.
• Maintain registers and trackers for correspondence, meetings, decisions, action points, official invitations, appointments, and other matters assigned by the General Manager.
• Ensure that important documents and records are securely stored and can be retrieved efficiently when required.
• Protect confidential documents from unauthorized access, disclosure, loss, or damage.
• Support proper archiving and retention of the General Manager's office records in accordance with JASMAR policies.

E. Office Supplies and Administrative Logistics

• Ensure that the General Manager's office has the necessary stationery, supplies, communication materials, and other routine administrative requirements.
• Coordinate logistical arrangements for meetings, official visits, appointments, and events involving the General Manager.
• Support travel, accommodation, transportation, visa, and other logistical arrangements for the General Manager and official visitors when assigned.
• Prepare and organize documents, briefing materials, and other requirements for the General Manager's official missions and engagements.

F. Meeting and Event Support

• Coordinate internal and external meetings involving the General Manager, including invitations, agendas, venue arrangements, documents, and participant coordination.
• Prepare briefing notes, meeting folders, presentations, attendance sheets, and other required materials.
• Record minutes, decisions, and action points when assigned.
• Maintain an action-point tracker and follow up on assigned actions as directed by the General Manager.
• Support the General Manager's participation in conferences, workshops, official visits, partner meetings, and other events.

G. Coordination and Follow-up Support

• Maintain a tracker of decisions, instructions, pending issues, and follow-up actions assigned by the General Manager.
• Coordinate with relevant departments to obtain requested information, reports, updates, and documents for the General Manager.
• Remind responsible staff of deadlines and pending actions, without assuming decision-making authority.
• Compile information and prepare concise summaries or status updates for the General Manager when requested.
• Support coordination between the General Manager's office and senior management, department heads, field offices, and other designated focal points.

H. General Administrative Support

• Provide administrative support directly related to the work of the General Manager and the Office of the General Manager.
• Assist in preparing organizational documents, presentations, reports, briefing notes, and other materials requested by the General Manager.
• Support coordination of official communications and engagements with partners, donors, government institutions, and other stakeholders.
• Perform other reasonable administrative and secretarial duties assigned by the General Manager.
• Maintain confidentiality regarding organizational, staff, partner, financial, program, and beneficiary information accessed through the position.

I. Safeguarding, Accountability and Compliance

• Respect and promote JASMAR's policies, procedures, Code of Conduct, safeguarding standards, and organizational values.
• Maintain strict confidentiality regarding staff, partners, beneficiaries, financial information, and organizational affairs.
• Treat all people with dignity, respect, and without discrimination.
• Support JASMAR's commitment to accountability, inclusion, gender equality, protection, and the prevention of sexual exploitation, abuse, and harassment.
• Immediately report suspected misconduct, fraud, abuse, safeguarding concerns, or serious breaches of organizational procedures through the appropriate reporting channels.
• Ensure that personal and sensitive information is handled responsibly and only shared with authorized persons.
• Comply with applicable JASMAR policies and relevant laws and regulations in Sudan.

Education

• Diploma or Bachelor's degree in Business Administration, Office Administration, Secretarial Studies, Management, Public Administration, or a related field.
• Relevant professional certificates in office administration or secretarial studies will be an advantage.

Experience

• Minimum 3 years of relevant experience in executive/management secretarial work, office administration, executive assistance, or administrative support.
• Previous experience with a national or international NGO is highly desirable.
• Experience working in humanitarian, development, or civil society organizations is an advantage.
• Experience supporting a senior manager, director, executive, or organizational leader is highly desirable.

Skills

• Good knowledge of office administration and secretarial procedures.
• Demonstrated ability to support a senior manager and manage a busy and changing schedule.
• Good computer skills, particularly Microsoft Word, Excel, PowerPoint, Outlook/email, and internet applications.
• Good document formatting and filing skills.
• Ability to maintain both electronic and physical records.
• Good typing and data-entry skills.
• Ability to prepare professional correspondence, minutes, briefing materials, reports, and administrative documents.
• Strong coordination, follow-up, prioritization, and organizational skills.
• Ability to communicate professionally and diplomatically with senior staff and external stakeholders.
• Basic knowledge of NGO administrative, humanitarian, and organizational procedures is an advantage.

Competencies

• Professionalism and integrity.
• Strong organizational and time-management skills.
• Attention to detail and accuracy.
• Good interpersonal and communication skills.
• High level of confidentiality and discretion, particularly when handling information relating to senior management and organizational affairs.
• Ability to anticipate administrative needs and take initiative within delegated authority.
• Ability to work independently and as part of a team.
• Flexibility and willingness to perform a variety of administrative tasks.
• Ability to work under pressure and meet deadlines.
• Ability to manage competing priorities and frequent changes in schedules.
• Respectful and service-oriented attitude.
• Commitment to JASMAR's values and humanitarian principles.

Language Requirements

• Arabic: Excellent written and spoken Arabic.
• English: Good working knowledge of English, particularly for correspondence and basic documentation.
• Additional Sudanese/local languages are an advantage depending on the duty station.

General Responsibilities

The post holder may be required to perform other reasonable duties related to the position and organizational needs.

JASMAR is committed to equal opportunity, non-discrimination, safeguarding, accountability, inclusion, integrity, and respect for human dignity. All employees are expected to uphold these principles and comply with JASMAR's policies, procedures, Code of Conduct, and applicable laws and regulations.