Qazi - Applicant Tracking System

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ECHO - Administrative Assistant (Group IV)

Administrative / Humanitarian Non-Governmental Organization(NGO)

Khartoum,Sudan

1102 Days remaining

ECHO - Administrative Assistant (Group IV)

FullTime

Khartoum,Sudan

Closing Date: 15/05/2022
31 days remaining
Publish Date: 14/04/2022

1. Job summary:

The jobholder supports the work of Administration and Finance team and/or ensures receptionist functions in the Office.

2. Responsibilities & Tasks:

Within delegated authority, the Administrative Assistant (Group IV) will be responsible for the following tasks:

HR & Administrative Support

· Support in preparation of contracts including all supporting documents and maintain various records;

· Assists in managing administration and finance operational tasks, as appropriate;

· Follows-up staff planning table (staff annual leave, sickness, unjustified absences, training) and prepares monthly report;

· Maintains an overview of expatriate staff’s visa and residence permit situation, and makes necessary applications;

· Follows-up all protocol issues (visa request, travel permits, stay permits, car registration, etc.) in liaison with the EU Delegation;

· Backs-up the administration support in case of absence with respect to basic financial and human resources tasks.

Secretarial duties

· Follows and registers incoming correspondence and communications from the team members. Ensures that replies are sent in a timely manner. Keeps record of all mail sent and all documents given for signature and/or information to the EU Delegation;

· Drafts standard and administrative correspondence. Corrects written materials prepared by other staff members as regards format and spelling. Photocopies and collates documents as requested;

· Creates and maintains the filing and reference systems in conformity with the criteria applicable under various procedures;

· Ensures efficient and effective internal and external communication;

· Provides assistance with respect to scheduling of meetings;

· Maintains the stock, distributes stationery supplies, and updates the stock cards, as appropriate.

Specific duties for the senior level Administrative Assistant

· Identifies complex, urgent or sensitive information for special treatment;

· Generates a variety of reports and statistical tables to support the other team members;

· Briefs and trains new staff, gives guidance to other secretaries on office procedures and coordinates the secretarial services of the office.

Front-desk service and telephone communications services

· Monitors all visitors to the office, issues identification cards to them, and directs them to the relevant staff/meeting room as appropriate;

· Manages and operates the central switchboard, answering telephone, responds to routing requests for information;

· Transmits messages and checks the fax machine frequently;

· Receives, registers and dispatches all office communication by e-mail, fax, post, diplomatic pouch, express airmail and telephone;

· Assists in preparation for meetings. Manages the meeting/conference room bookings;

· Updates office staff contact list on regular basis and circulates amongst all staff;

· Keeps list of names, addresses and telephone numbers of government officials, members of diplomatic missions, operational partners and suppliers.

Specific duties for the senior level Administrative Assistant

· Manages and plans the front-desk coverage;
· Monitors driver’s movements.

General Administration Support

· Provides administrative support with accuracy and consistency;

· Plays the focal role for the mission of all staff and leave requests;

· Facilitates travel arrangements for both the national and expatriate staff of the office by assisting in preparing all travel arrangements, travel requests, and assists in the preparation of security clearances;

· Arranges hotel accommodation and other mission needs for visitors;

· Maintains field trips schedule for DG ECHO staff working in the country/region;

· Organises and maintains a filing system for the secretarial related files;

· Translates and interprets, as appropriate.

Specific duties for the senior level Administrative Assistant

· Directs and coordinates the support services in the office, including coordinating with suppliers.

Office specific responsibilities/tasks:

· Follows-up the work of general services and maintenance agents;

· Monitors delivery of services by external contractors;

· Manages office stationery stock and non-ICT (Information and Communication Technology) pool equipment;

· Provides support to check the good condition of the property owned by DG ECHO;

· Supports in the annual physical inventory verification by conducting fixed assets physical count;

· supports the preparation of inventory reports;

· Labels assets and establishes ID forms

· Undertakes any additional tasks as assigned by the HoO/RO (Regional Office) and/or Headquarters.

3. Competencies required:

· Drive for Results: Medium Level
· Conduct in Service: Medium Level
· Working with Others: Medium Level
· Decision-making: Basic Level
· Managing and Organising Information: Basic Level
· Strategic Thinking and Planning: Basic Level
· Communication: Medium Level
· Organizational Awareness: Medium Level
· Adaptability and Flexibility: Medium Level
· Leadership: Basic Level

The definition of each competency and examples of behaviours expected for each level are listed in annex.

4. Job Requirements:

Education

· Secondary education or equivalent commercial school/minimum Secretarial Diploma.

Knowledge and Experience

· Minimum 3 years of relevant experience;

· Good drafting skills;

· Good communication skills;

· Ability to work in a multicultural environment;

· Capacity to work in a multitasking position;

· Previous experience in a Governmental or other International Organization is an advantage;

· Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Languages

· Fluency in English (verbal & writing);
· An excellent knowledge of Arabic is mandatory.

Disclaimer:

The Authority Authorised to Conclude Contracts (AACC) reserves itself the right to amend the job requirements in line with the local labour market conditions.

NB: Flexi Personnel does not charge candidates for jobs placement.

THE DIRECTORATE-GENERAL FOR EUROPEAN CIVIL PROTECTION AND HUMANITARIAN AID OPERATIONS (ECHO)