VACANCY ANNOUNCEMENT
The Lutheran World Federation/Department for World Service is operating in Southern Sudan. LWF/DWS has its head office in Torit, Eastern Equatorial State. It has field offices in Ikotos, Eastern Equatorial State, Panyagor in Jonglei State and Kurmuk in Blue Nile State. LWF/DWS is seeking to recruit for the position of Administration Officer/Secretary to be based in Torit, Eastern Equatoria State. The position is renewable annually depending on availability of funds.
JOB SCOPE
The main purpose of the Administrator role is to provide management and leadership for administration functions in the head office. Ensures an effective property and vehicle management function and adequate security is maintained for organizational assets.
The Administrator will work very closely with the Programme and Finance units of LWF Sudan.
DUTIES AND KEY RESPONSIBILITIES
Administration:
- To cover the secretary functions as for the writing down of going out mail and to act as an interpreter for the hierarchical referent person.
- To receive, to register, to classify and to send mail.
- To ensure the good safe keeping and functionality of the office supplies.
- Reception of guest and allocating of accommodation
- Manage lease/rental contracts, security service contracts and insurance policies
- Overall Supervision of the guards, drivers, Cooks, Cleaners and Gardener in Torit office.
- Management of office space including office repairs, maintenance, servicing of office equipments and rent payments.
- Management of the camp/ Staff residences.
- Ensure that Plan offices and premises are adequately manned and secured according to Plan’s policy.
- Ensure log books and mileage sheets are reviewed and checked.
- Review fuel consumption and maintenance costs of the motor vehicles at Sudan program. Coordinate with Drivers, and Operation officer to ensure MV/MC consumptions and maintenance costs are reviewed and controlled.
- Ensures that Plan assets have adequate insurance cover budgeting:
- Human Resource
- Assist with recruitments from receiving applications to conducting interviews and making interview schedules & reports
- Assist in the preparation of administrative reports; draft routine correspondence; arrange for briefings and debriefings and take notes at meetings;
- Draft routine correspondence and initiate process for the preparation of all staff support documentation (visas, identification cards, bank accounts, etc); organise relevant Customs, immigration and LWF documentation process, as required;
- Check and maintain personnel files for all staff at location, ensuring all documentation is complete; maintain and update confidential personnel information and documents, and ensure relevant documents are kept in their respective files;
- Logistics
- All ticket bookings, WFP flights as well outbound flights to various destinations
- Manage the processing of all tax exemptions, clearances, and transportation of all procurements/cargo to and from LWF field sites;
- Follow up on all stock transfers and ensure proper storage procedures and standards are in place;
- Keep the Assets file updated with all necessary documents (vouchers, technical manuals, repair documents);
- Check repairs of organizational assets including vehicles and provide a monthly report on all assets;
- Ensure maintenance of a standard up to date filing system for the Country office.
- Ensures proper functioning of the power systems of office and team houses, including generator and inverter, and supervises repairs when necessary
- Responsible for reception of goods delivered from other locations by road or air (including off loading trucks & vehicles)
OTHER RESPONSIBILITIES
- Actively contribute to the development of LWF system/work as a team
- Operate within LWF organizational policies and practices
- Undertake other tasks as directed
QUALIFICATION & EXPERIENCE
- Diploma in Administration or its equivalent
- A professional qualification or training is an added advantage.
- Experience in internal control environment
- At least 2 years experience in administration preferably with an international NGO
- Good computer knowledge with specific command of Microsoft Office packages
- High level of motivation and basic knowledge of relief work.
- Good report writing skills.
- Good organizational skills and ability to work under minimum supervision.
- Good communication skills (i.e. written and verbal communication)
- Ability to supervise and work effectively within a team environment.
- Ability to deal with people at all levels
- Ability to work effectively under pressure.
How to Apply:
Please send your motivation Letter and updated CV or Resume to the Human Resources Manager at
e-mail: hillarym@lwfsudan.org , muni.hillary@gmail.com or submit directly to LWF office in Juba, at Ministry Rd, in NCA Compound near the Juba Post office or in Torit Mission Rd near UNMIS Compound.
Closing Date: 19th March 2010 at 5.00 pm
Due to the urgency of the position candidates will be short-listed on an on-going basis and the selected candidate will be expected to join immediately
We highly encourage female candidates to apply for this position.
