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Office Assistant
Centre for Humanitarian Dialogue

The Centre for Humanitarian Dialogue (HD) is a Swiss-based private diplomacy organisation founded on the principles of humanity, impartiality and independence. Our mission is to help prevent, mitigate, and resolve armed conflict through dialogue and mediation.

 


 Supervisor: Finance and Administrative Associate
 No. of Post: 1
 Duty Station: Khartoum
 Duration: October 2021- February 2022
 Closing Date: 16 Sept 2021

 
 Background:

In support of the current political transition in Sudan, Henry Dunant Centre for Humanitarian Dialogue (HD) is a Swiss based organization specialised in conflict resolution through dialogue and mediation. HD has initiated a project to support a peaceful and inclusive transition in Sudan. Under this project, HD seeks to help in facilitating broad-based consultations and discussions among critical stakeholders to support bridging the gap between the centre and statesand providing institutional support around political transitions in Sudan.

Reporting to the Finance & Administratice Assocate and Sudan Project Manager in Sudan. The office Assistant will provide support to HD’s administrative, logistical and operational staff based in Sudan.



 
 Duties and responsibilities:

Office Administration:

  • Maintain centralized and updated filing for HD’s Sudan statutory and legal registration documentation, annual returns, and related correspondence with legal advisors, tax consultants, local authorities, etc.
  • Act as the external vendor liaison person; maintaining and updating administrative files and related database for vendor service contracts, leases, insurance policies, and subscriptions; following-up on due dates for payments and renewals; and, raising the relevant purchase orders (POs).
  • Maintain and update the fixed assets register and office inventory; manage the regular procurement of consumable office supplies; and be responsible for raising and filing related purchase orders (POs)
  • Following up all the HAC procedure (Entry Visa, exist visa,.etc.) with HAC.

Information Technology:

  • Liaise with the IT Manager in Geneva to set up IT equipment and system access for staff, consultants and guests visiting the office, as well as maintain the IT equipment inventory.
  • Liaise with the outsourced IT consultants and suppliers in addressing internal IT issues, and documenting permanent losses and damage in the IT equipment inventory;
  • Liaise with the IT Manager in Geneva on IT needs and challenges in the Sudan office.
  • Maintain a centralized record of IT equipment issued to staff and consultants and ensure return of all assigned equipment, accessories and passwords when their HD engagement terminates.

Logistics

  •  Assist in the management of project-related travel arrangements for HD staff, consultants and invited guests, including flights, hotels, taxis/local transport, visas, travel authorisations, travel insurances, travel-related expenses and invoices, etc ensuring adherence to HD’s travel policies and procedures, and alerting on discrepancies.
  • Act as the external vendor liaison for the planning and organization of HD Sudan office events such as sizeable meetings, conferences, retreats etc., managing the administration of travel, accommodation and catering arrangements.
  •   Maintain an update staff’s shared travel, meetings and events calendar.

General

  • Offer such other administrative support as may be instructed from time to time by the Project Manager Sudan, Finance and Administrative Associate.


 
 Minimum Qualification, Skills and Experience Required:

The successful candidate should have:

  • University degree or higher education in in Business Administration, or other relevant field
  • 4 years of direct experience office administration and travel logistics.
  • Experience working in a fast moving environment, managing competing priorities, and assisting multi-disciplinary teams.
  • Experience with an international organization would be considered a strong asset.
  • An excellent command of written and spoken English and Arabic.

Personality:
The successful applicant should have:

  • Excellent organizational skills and an ability to work independently to achieve goals.
  • Highly proactive, possessing a problem solving attitude.
  • Excellent communication and interpersonal skills.
  • A sense of confidentiality and strong reliability.
  • An ability to multi-task, flexible, and a very quick learner.

 


If you are interested in this position and meet the above-described qualifications, please submit your resume with a short cover letter by 16st September 2021 through sudanjob.net

HD is an equal opportunity employer  or hand delivered to HAC labour office









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