• We strive for lasting impact.
• We are open and accountable.
• We work well together.
• We are inclusive and empowering.

Plan International started working in Sudan in 1977 and has a presence in four states out of 18 states, mainly (Kassala state, White Nile State, North Kordofan State and Darfur State) and implemented it program via a Child Centered Community Development (CCCD) approach, focusing on child rights, implementing programs designed to enable communities to improve the lives of the most vulnerable and disadvantaged children and their families.

How does this post support Plan’s strategy and mission? Demonstrate links global strategy. 

Admin Assistant role is to ensure that appropriate procedures, process and control mechanisms are in place for the smooth running of the programs and that all administrative, procurement and logistics supports are provided without delay and as per the corporate policies and procedures of Plan Operational Manual (OM) and the Procurement SOP. The Administration Assistant is also responsible for maintaining day to day financial, accounting, administrative and personnel services to meet the office daily administrative work.

The main job of this position is to liaise with HAC for all issues related to the implementation of the development and humanitarian interventions related to Plan International Sudan work in the country such as expats work permits, procedures, follow-up the approval of the projects technical agreements, renewal of registration certificate, as well as alert the organization with the new policies or procedures provided by HAC to ensure that appropriate procedures, process and control mechanisms are in place for the smooth running of the programs/ projects.

On other hand the job holder should ensure that all administrative supports are provided without delay and as per the corporate policies and procedures of Plan Operational Manual (OM).

The nature of your job required flexible hours of working, and it is expected from you to organize your work to make sure that your tasks are achieved during the working hours.

Dimensions of Role:

• Confirming that Plan Sudan is processing according to Joint Procurers Center (JPC) requirements. (Approval TA/ entry and exit visas/Annual/Biannual Report/ …etc)
• submitted by Plan to JPC on weekly basis and report any challenge if any.
• Follow-up the approval of the Technical Agreements with HAC and report the gaps if any to the concern manager.
• Comply with Directory of procedures related to immigration and labor Expat and national staff procedures
• Always implementing plan International financial policies and procedures.
• Maintaining a good working relationship with relevant CO partners and government institutions.
• ­­ Ensures proper office set up and work environment
• Working with multiple teams at different locations and time zones.
• Carrying out all administrative duties as required by Direct Supervisor.
• Always serve to mitigate the Risk according to Operation Manual and Book of Procedures.
• To attend the monthly meeting and any other meetings as required.
• Ensure that, Child Protection Policy (CPP) and other related policies are implemented carefully and with accountability.
• Familiarize with the gender equality policy and gender strategy and support in fostering a gender-sensitive working environment.
• Ensure HAC compliance are in place (customs agreement/Registration/Requirements/ online report).

Key End Results of Position:

• Ensure Entry/ exit visas are issued for national staff travelling aboard for Plan business.
• Ensure that Entry visas had been forwarded to relevant Embassy by concerned Ministries.
• ­­ Ensures proper office set up and work environment
• Maintain filing system and archiving of all documents related to his job.
• Follow up on the Plan Sudan Annual Registration renewal before at least 3 months every year.
• Follow up on Importation List & extension of Customs Agreements every year with HAC and other relevant government ministries.
• Follow up on Plan Sudan Exemptions with HAC and other relevant government ministries.
• Follow up on Visas (Entry/Work Permit/ aids exemption/Stay permits/Exit Re-entry/Travel Permits).
• Submission of the last year implemented projects and the proposals and plan for next year.
• Maintain filing system and archiving of all documents related to his job.

Dealing with Problems:

The nature of this job required flexible hours of working, and it is expected from you to organize your work to make sure that your tasks are achieved during the working hours.

• As you will be working on immigration process you will need high competency in managing stress and achieving your objectives.
• The nature of your job required flexible hours of working, and it is expected from you to organize your work to make sure that your tasks are achieved during the working hours.

Communications and Working Relationships:

• Communicate with line manager and other departments to ensure approval and good quality and progress of work. (Internally)
• Communicate with relevant PAs partners and government institutions.
• Communicate with organization guests.
• Communicate with other organizations that work in the same field.

• Previous experience of working in liason/administration/public relation with INGO experience of not less than 5 years.
• Bachelor degree in administration, management or related fields
• MBA holder or similar master degree will be an additional asset.
• Considerable knowledge on the administrative and liaison role with HAC at federal and/or State levels and Government departments, authorities etc... (3 years)
• First-rate organizational skills with a strong eye for detail and the ability to prioritize effectively whilst working to tight deadlines.
• Strong customer orientation and ability to work collaboratively with colleagues at country Office and program Areas offices.
• Excellent interpersonal and communication skills.Good attention to detail.
• Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams.
• Excellent knowledge of Arabic and English with experience in writing, reporting and editing texts.
• Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters.

Knowledge, Skills, and Behaviours Required to Achieve Role’s Objectives:

Knowledge:

• Knowledge in developmental field.
• Mutual knowledge with other organizations which work in the same field.
• Knowledge in project management.
• Knowledge of operation of standard office equipment.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping.
• Knowledge of principles and practices of basic office management.

Skills

• Analytical and problem-solving Skill
• Time management skills
• Flexibility and ability to work hard.
• Ability Multicultural work environment.
• Team spirit.
• Building relations and race Plan Sudan profile/ Image.
• Diplomacy and understating of work environment.
• Computer skills and knowledge of relevant software.

Behaviours

• Cooperative
• Honest
• Problem solves oriented.
• Flexible.
• Supportive towards team members.
• Positive.
• Demonstrate sound work ethics.
• Initiative
• Confidentiality
• Guided by Plan and CCCDA principles.
• Guided by Child Protection and Gender policies.

Physical Environment and Demands:

• The Administration Officer/ Liaison will have to spend long hours sitting and using office equipment and computers, which can cause muscle strain.
• The Administration Officer may have to manage several tasks at one time and may be interrupted frequently to meet the needs and requests of residents, clients and contractors.
• TheAdministration Officer may find the environment to be busy, noisy and will need excellent organizational and time and stress management skills to complete the required tasks.
• The Administration Officer Liaison will have to manage several requests and situations at one time.
• Stress may be caused by the need to complete tasks within tight deadlines.