Chargé(e) d’Administration - Soudan

Job Posting Organization:
The organization is likely a humanitarian NGO operating in Chad and Sudan, focusing on administrative and logistical support in complex and unstable contexts. The organization aims to provide assistance and support to vulnerable populations, ensuring effective management of resources and operations in the field. It is involved in various humanitarian efforts and may have a presence in multiple countries, although specific details about the number of employees or countries of operation are not provided in the job description.

Job Overview:
The position of Chargé(e) d’Administration involves overseeing and managing administrative and logistical functions for the team in Sudan, specifically in the area of Adre. The role requires a proactive approach to ensure that all administrative processes are streamlined and efficient, facilitating the smooth operation of the team. The individual will be responsible for maintaining contact lists, managing databases, and ensuring that all administrative requests are centralized and handled promptly. Additionally, the role includes supporting the coordinator" style="border-bottom: 1px dotted #007bff !important;">administration coordinator with visa procedures and preparing welcome packs for visitors. The Chargé(e) d’Administration will also manage transportation logistics, ensuring compliance with established procedures, and will play a key role in organizing public procurement processes for supplies and transport. Effective communication between N'Djamena, Sudan, and the field is crucial, as is the ability to manage hotel reservations and organize seminars and meetings as needed. This position is essential for maintaining the operational integrity of the team and ensuring that all administrative functions are executed efficiently.

Duties and Responsibilities:
The specific responsibilities of the Chargé(e) d’Administration include: updating contact lists and administrative/logistical databases for the Sudan team; centralizing requests for badges and business cards; assisting the Admin Coordinator with visa and invitation letter procedures; preparing welcome packs for visitors; responding to administrative/logistical inquiries and managing files for the Sudan team in Adre; overseeing transportation and tracking movements of personnel and goods in compliance with established procedures; participating in the organization of public procurement for supplies and transport; preparing payment documents for administrative/logistical purposes and ensuring submission to finance; liaising with state public services in Adre; managing equipment for the Sudan team; ensuring effective communication between N'Djamena, Sudan, and the field; making flight reservations for team movements; managing hotel bookings for team visits; organizing seminars, meetings, and workshops as needed; managing the office and cleaning staff; overseeing the fleet for national and international staff; managing guest houses for the Sudan team; establishing service contracts and updating databases; ensuring proper physical and electronic archiving of administrative and logistical documents; acting as the focal point for Admin/Log in Adre; managing phones for visitors and staff; and drafting service contracts for the Sudan team in the Adre area.

Required Qualifications:
The required qualifications for this position include: proven professional experience in administrative and logistical management in a similar role within a humanitarian context; a higher education degree in Administration, Logistics, Human Resources, or a related field; prior professional experience in complex and unstable contexts or with international NGOs is an advantage; demonstrated results in fulfilling the responsibilities of the position; proficiency in French, English, and local Arabic, both written and spoken; strong knowledge of Microsoft Word, Excel, PowerPoint, Skype, and internet usage; ability to communicate effectively in front of diverse audiences; and strong writing skills.

Educational Background:
Candidates must possess a higher education degree in Administration, Logistics, Human Resources, or a related field. This educational background is essential to ensure that the individual has the necessary theoretical knowledge and practical skills to perform the duties associated with the position effectively.

Experience:
Candidates should have proven professional experience in administrative and logistical management, particularly in roles similar to that of Chargé(e) d’Administration. Experience in humanitarian contexts is highly valued, as it indicates the ability to navigate the complexities and challenges associated with such environments. Previous work with international NGOs is also considered an asset, as it demonstrates familiarity with the operational standards and expectations in the field.

Languages:
Proficiency in French, English, and local Arabic is mandatory for this position. The ability to communicate effectively in these languages, both orally and in writing, is crucial for the successful execution of the role's responsibilities. Knowledge of additional languages may be considered a plus but is not explicitly required.

Additional Notes:
The position is based in N'Djamena, Chad, with a contract duration of 6 months, which is renewable based on performance and organizational needs. The role may require occasional travel (10%) to the field, specifically to Adre. This position is likely full-time, and the organization may be open to recruiting internationally or nationally, depending on the candidate's qualifications and experience. Compensation and benefits details are not specified in the job description.