COUNTRY PROGRAM MISSION:

The Alight Sudan Program started in 2004 in response to the emergency needs of some 600,000 war-affected IDPs and host populations in the Tulus and Gereida corridors in South Darfur. In 2014, Alight expanded services into underserved villages in the East Darfur, and more recently in Kassala state, East of Sudan. The overall aim of the program is to improve the well-being of the target populations by addressing their immediate humanitarian needs and contributing to long-term community stabilization.

PRIMARY PURPOSE OF THE POSITION:

The Administration Officer working under the overall supervision of the State Program manager, he/she will contribute to daily planning and delivery of quality, client-focused administrative services ensuring value for money, that enable staff in country operations to deliver on the goals of the organization.

He/she will assist in implementing well-defined standard supply chain processes in the utilities, assets and office supplies stores management to enable proper accountability and effective management of office supplies and services.

The Administration Officer should demonstrate responsibility and initiative to respond independently to queries with only general guidance for all assistance modalities for ALIGHT Sudan and donor partners. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis.

The Administration Officer will report to the State Program Manager.

Building a shared organization takes time and intention. We will always be becoming Alight, which means your work will evolve as well. For now, here’s how you could anticipate spending your time: 

Liaison Function

• Effectively ensure the timely handling of applications and renewals of organizations official licenses and approval requests with the relevant government authorities
• As focal person for visa requests, work & resident permits, he/she is to ensure completion of accurate documentation, and eventual processing by liaising with relevant departments.
• Ensuring the booking of rooms and facilitating accommodation arrangements for all international visitors and travelling staff, as well as prepration of the Sudan welcome pack, security guidelines and Airport arrival information – with an up-to-date list of important contacts.
• Develop and foster relationships with the clients, stakeholders, government departments and other entities.
• Ensure the timely and accurate processing, registration and printing of National and International Identity cards for new hires and renewal of existing staff.
• Ensure questions that arise from additional contact and manager ring backs are directed to the correct place for resolution and escalated if required.

Stores and Warehousing function

• Coordinate staff field requisitioning and ensure timely delivery of stock and supplies to the specific destinations
• Assist in monitoring inventory management processes to track trends and account for the inventory status from source to beneficiary. Done by ensuring proper use of stock cards, GRN's, Waybills and regular analysis of data collected
• Process documentation for execution of logistics operations (e.g. invoice verification), take appropriate actions to resolve operational issues escalating various issues to the supervisor
• Collect and compile data, produce and/or contribute to report making (e.g. physical inventory and stock movement) and ensure information accuracy in support to informed decision-making
• Liaise with Procurement department and other internal stakeholders to support efficient logistics operations management
• Assist in managing goods and general material stores in accordance with Alight standards and guidelines
• Assist in keeping track of goods in stock to ensure close monitoring of expiry dates and work to ensure proper disposal procedures are in place and followed when necessary

Utilities and facilities Management Function

• Ensure that all the rented and leased facilities (offices, apartments, Guesthouses, Stores and warehouses) rental agreements are managed and maintained properly with timely renewal and proper termination processes.
• Ensure the repairs and maintenance services for the Alight office workspaces, storage units and guesthousesaremanaged well. To identify the maintenance and the needed repairs in time and process the maintenance request following the agreed procedures
• Ensure the timely reviews and processing of all payments for utilities and services delivered to Alight in the Alight office workspaces, storage units and guesthouses
• Manage and maintain stationary, inventory and other office supplies and maintain the store area. To inspect deliveries and prepare and sign off stock and transport documents and maintain accurate stock transaction records to ensure immediate reporting on stock movements in line with the organizations requirements.
• To manage and maintain the stock and supplies for the leased apartments and guesthouses putting in place clear stock management procedures to avoid stock-outs.
• To provide input to the preparation of monthly stock/inventory reports on the quantity and quality of the goods and office supplies received/dispatched and handled and refer to the Country Operations Manager for appropriate action.
• Prepare all necessary documentation - Goods Received Note (GRN) for every consignment received Stock control records, Waybill for items being transported to other locations - and inform the sector heads immediately.
• To ensure that all staff have adequate sitting and storage and work areas.

General administration function

• Receive, stamp and date, sort and distribute daily mail/deliveries as well suppliers and vendor’s invoices, bids and documents
• Ensure the cleanliness of the reception area, as well as all Alight rented and leased facilities (offices, apartments, Guesthouses, Stores and warehouses). To supervise all the housekeepers & cleaners.
• Provide leadership and ensure proper coordination to all Alight Drivers to ensure effective and efficient use and management of vehicles.
• In collaboration with the Operations/Logistics department, monitor usage and ensure proper service maintenance of vehicles and generators by arranging for timely service and repair
• In collaboration with the State Program Manager, lead the coordination and authorize movement of Gedaref-based vehicles
• In collaboration with drivers and other Logistics staff, write periodical reports regarding motor vehicle and generator usage, fuel consumption, maintenance and repairs, etc.
• Troubleshoot and resolve problems or incidents reported by field staff in a timely manner
• Instruct drivers and other staff authorized to drive Alight vehicles in the proper use of vehicles, ensuring that the organization’s vehicles are driven in strict adherence to the laws governing road safety for other motorists, pedestrians and passengers
• Review official Alight and donor vehicle and generator log books to monitor daily mileage, gas consumption, oil changes, greasing etc. and report any discrepancies to the Country Operations Manager
• Supervise and build the capacity of Drivers through regular meetings, coaching, trainings, etc.
• Ensure Drivers are keeping vehicles in good working condition by reviewing reports on daily routine checks

• Education: Bachelor’s University Degree in Business/Public Administration, or other relevant fields relating to office management and administration.
• Language: Fluency (level C) in English language and the duty station’s language, if different.

Desired Experiences for entry into the Role:

• Has at least five (5) years of work experience including two (2) years in administration with humanitarian of development programs in diverse setting.
• Has provided direction and instruction to more junior staff members within area of expertise.
• Computer literary and comfort with Microsoft Application packages
• Demonstrated continuous education and specialized trainings in logistics and warehouse management.
• Ability to communicate in spoken and written English with aptitude in reporting are mandatory.

KEY BEHAVIORS & ABILITIES:

• Self-motivated, client-oriented with a strong sense of personal ethic, integrity and a big appetite for quality improvement and accountability to improve stewardship of ALIGHT’s resources
• Motivated to help navigate ALIGHT Sudan towards a period of change to achieve its new country strategy, to diversify and grow
• Excellent interpersonal and intercultural skills to build strong relationships and trust among stakeholders, and a sense of diplomacy
• High level of flexibility and tolerance to ambiguity
• Ability to work under pressure and adapt to situations as required due to changes on the ground
• Highly motivated self-starter who takes direction well, but also works independently
• Ability to manage multiple priorities with minimal supervision
• Keen eye for detail
• Capacity to think ahead and highlight areas of risk and concern
• Demonstrate commitment to ALIGHTS core values and policies
• Ability to work in a sensitive, multi-cultural context as a respectful team player and manager
• Exercises situational awareness and good judgment in precarious security situations

We are on a journey to build Alight, a new platform of amazing people and organizations providing lifesaving services and creating breakthrough solutions for and with the displaced. WeAreAlight.org
 

Alight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status.  Alight complies with all applicable laws governing nondiscrimination in employment.