DEADLINE 30th Jan, 2010
Pact Sudan is looking for qualified Sudanese nationals to fill the position of program assistant based in Wau.
Background
The Pact Sudan Country Program aims to support the Sudanese aspirations for peace, stability and development through the successful implementation of the Comprehensive Peace Agreement (CPA). More specifically, it aims to achieve the following: a) promotion of security and stability through support to Sudanese authorities, civil society, grass roots; b) strengthening State and local government in Southern Sudan and in the Transitional Areas; c) enhancing Sudanese capacity to address recovery priorities; and, d) Engaging in policy processes with Goss, Bilateral Donors, UN, NGOs and the Private Sector.
Job Purpose
The Program Assistant will provide administrative support to Southern Sudan Peace Fund (SSPF) Program Managers and/or Field Coordinators to realize efficient and effective implementation of the program activities in various areas of operation. The Program Assistant will be systems-oriented, with the ability to draw up, revise and enforce existing policies and procedures, under the supervision of SSPF Community Development Officers, Program Managers and/or Field Coordinators. He/She will be responsible for the integrity of the administrative activities within SSPF Program and are expected to follow-up matters to the logical manner. In addition, depending on their posting, the Program Assistant shall provide strategic support to either:
* In-field financial and staff administration and programs operation, or
* Programmatic administration of specific program areas, such as peace meeting and workshops
Responsibilities and Tasks
The key responsibilities of the Program Assistant will be:
Strategic
* In coordination with SSPF program managers, Field coordinators and/or Community Development Officers, prepare Strategic Administrative Support Plans and take responsibility for their implementation. Focusing on the program area to which the Program Assistant is assigned, the Strategic Administrative Support Plans will define short- and long-term tasks, goals and objectives, address current constraints, and build upon potential opportunities.
* Develop and submit Strategic Administrative Support Plans at least by the end of each month; ensure they conform to SSPF program work plans.
* Collaborate with SSPF program managers to articulate strategic plans and direction; translate/relay program requirements to the necessary personnel within specific policies, practices and operational work plans for the programs.
* Make timely and informed decisions on strategic issues.
* Demonstrate integrity, honesty, and openness to new ideas
In-Field Finance
Program Assistants posted to field locations in Southern Sudan will attend to the following financial administrative responsibilities:
* Request and follow up per diem for SSPF staff; assist in submission of receipts and documents necessary for liquidation to finance department, following all necessary procedures.
* Compile in-field staff time sheets, follow up on their approval, and submit them to Pact Sudan finance department.
* Follow up on in-field SSPF staff salary payment, following all necessary procedures and ensuring all required documentation is provided.
* Assist in submission of expense requests from field-based staff; track approved expenses at request level and follow up on their timely payment with the Pact Sudan finance department, following necessary procedures and providing all required documentation.
* Track airtime usage by in-field SSPF staff and assist in providing team members with obtaining the amount of airtime units approved by the SSPF program managers in a timely fashion.
In-Field Administration
Program Assistant recruited for Wau in Southern Sudan will attend to the following staff support and program operation administrative responsibilities:
* Assist team members in obtaining and renewing travel documents and keep them up-to-date.
* Follow up of air /flight tickets and file them.
* In Liaison with HR department, follow up on Leave and sick leave days.
* Follow up staff team health insurance issues with HR department.
* Update the information filing systems (electronic and hard copy)
* Ensure that information regarding the project is shared to other Sudan Country Program people and partners when necessary.
* Make arrangements for meetings in collaboration with SSPF management and field staff as necessary.
* Participate in internal SSPF meetings and meetings with partners; record minutes of meetings and distribute and file them.
* Represent SSPF in occasionally external meetings.
Programmatic Administration
* Coordinate with SSPF program managers to compile up-to-date information on the status of programmatic activities, maintaining spreadsheets, and filing related documents in a systematic manner.
* Assist SSPF program managers and Field Coordinator in preparing programmatic materials and documents
* Assist SSPF program managers and Field Coordinator in communicating and corresponding with SSPF partner organizations in Wau and in the field; follow-up on outstanding issues with partners and provide oral or written reports (as required)
* Assist SSPF program managers and Field Coordinator in coordinating and following up with the Logistics Coordinator and Procurement Officer to arrange for transport of goods and/or personnel related to programmatic activities
* Work as a team member, seeking solutions and sharing successes.
* Represents the interest of SSPF to various internal and external groups providing information and expertise relating to SSPF.
Expected output
The Program Assistant will be expected to meet the following expectations, among others:
* Close collaboration with SSPF program managers and Field Coordinators.
* Completion and follow-up of financial, staff support, and programmatic administrative procedures, with full documentation.
* Up-to-date filing systems of program documents and related materials.
* Up-to-date monitoring documents and spreadsheets.
* Regular, effective, and timely communications with SSPF personnel and partners as required.
Desired Skills and Qualifications
The minimum required academic and professional skills for the jobholder to perform successfully in their job include:
* Have a minimum educational level at "A" level, preferably with 3 principal subject passes
* Possess computer and typing skills. PC-based computer literacy especially with MS Windows, Word, Excel is preferred with practical experience in the use of electronic communications including bushmail, HF and VHF radios (email, internet, etc)
* At least 3 years relevant work experience, preferably in an international organization
* Willingness to work extended periods in the field.
* Significant experience working in south Sudan desired
* Preference will be given to equally qualified Sudanese candidates
* Proven leadership, management, communication, inter-personal, decision-making and analytical skills.
* Ability to work with minimum supervision.
Personal traits, qualities, and aptitudes.
The program Assistant will possess the following personal traits, qualities, and aptitudes:
* Able to perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure.
* Accepts responsibility for the direction, control and planning of an activity.
* Works independently
* Relates to others in a manner that creates a sense of teamwork and co-operation.
* Maintains effective communication with colleagues, both junior and senior.
* Responds appropriately to environmental and safety hazards and function effectively in emergency situations.
* Utilizes systems effectively to ensure economical use of equipment and supplies.
Send Applications by mail to Pact Sudan Human Resources manager or by email to imenloe@gmail.com
This position is for Sudanese nationals only. Pact Sudan is a gender sensitive organisation therefore Female Sudanese candidates are highly encouraged to apply. DEADLINE 30th Jan, 2010
Monday, January 18, 2010
Programme Assistant
