Context

The objective of the Better Migration Management (BMM) programme is to improve the human-rights based management of safe, orderly and regular migration and to support competent national authorities addressing the trafficking in human beings and the smuggling of migrants within and from the Horn of Africa region. The project is commissioned by the Federal Ministry for Economic Cooperation and Development (BMZ) and is co-funded by the European Union for the duration from October 2019 to September 2022. The project is implemented by a partnership of British Council, Civipol, IOM, UNODC, and the lead organization GIZ. The target countries in the Horn of Africa are Djibouti, Ethiopia, Eritrea, Kenya, Somalia, Sudan, South Sudan, and Uganda. The program in Sudan is seeking to fill the position of administrative and logistical professional to manage the admin and logistic aspect of the implementation events. The candidate is expected to accompany the missions for oversight and management of implementation.

1. Responsibilities

The administrative and logistics professional is responsible will be based in Khartoum with frequent travel to the project implementation areas/states:

• Admin, logistical support to BMM operational states.
• Events management in the different states .
• Secretarial tasks

In this context, the position holder fulfils the following tasks:

2. Tasks

1. Admin, logistical support to BMM operational states

• Prepare requests for relevant admin/logistical support.
• Create and manage database on locations of accommodation, food, catering services, workshop rooms Handling/preparation of procurements in accordance with guidelines;
• Processing settlement of applications for the reimbursement of travel expenses;
• Accompanying missions and assuring the GIZ requirements and implementation guidelines are maintained;
• Handling cash, transfers and payments to cover event implementation needs;
• Preparing mission budgets, and monitoring deviations;
• Ensuring proper handling of financial allowances as per giz rules and regulation
• Assuring the maintenance of proper financial sign-off and documentation for any payments and attendance in the implementation of events.
• Liaising with the project’s national partners on behalf of the project especially with regard to the organization of the project activities, trainings, duty trips of partners to implementation location

2. Event Management

• Proper planning for projects events as per the annual action plan.
• Provide estimate for events budget.
• Initiating events standard check list for each event and advise relevant colleagues on actions.
• Organizing events and assuring the proper implementation of GIZ guidelines.
• Obtain the necessary clearance/authorizations.
• Preparing/organising the logistics for all movements in implementation city necessary for the project’s activity;
• Handling of correspondence and drafting of letters and documents according to needs
• Ensuring registration, safety and insurance for rented vehicles that transports the project team on their mission;
• Preparing and organizing training/workshop venues in the most suitable layout advised by the BMM project team. Preparation includes assuring the proper arrangement of visibility and the functioning of audio-visuals;
• Communicating and liaising with governmental and civil society project partners;
• Maintaining several lists e.g. participants of workshops, transport allowance receipts, ID’s, contact tracing lists, etc.
• Ensure proper travel documents (travel applications, travel permit, travel claims ) are in order and well documented.

3. Secretarial Job

• Interpreting and translating (Arabic-English) for project team members on their mission and of administrative and project related documents as required
• Updating the filing system on a regular basis
• Keeping proper documentation for the different events
• Performing other duties and tasks at the request of management

• BA in business administration, management or any other relevant field.
• At least 3-5 years of professional experience in a comparable position;
• Good knowledge of administration and logistics, inclusive software;
• Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office);
• Good management and organizational skills;
• Previous experience with international organizations is an asset.
• Ability to work proactively and in a dependable, responsible manner with great attention to detail;
• Very good communication skills;
• Fluent written and oral knowledge of Arabic and English.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management;

Please note that any tasks and responsibilities carried out by the administrative and logistics professional are subject to change at the request of management.

We actively encourage applications from women and people with disabilities.

Closing date: 15^th September 2021

If you do not hear from GIZ until the 15^th October, your application was not further considered.