Admin Support Assistant (Executive Assistant) at Center for Civilians in Conflict – Khartoum, Sudan
Employer: Center for Civilians in Conflict | Location: Khartoum, Sudan | Category: International & Visa Sponsorship
Job Description
The Center for Civilians in Conflict (CIVIC) is seeking a highly qualified, proactive, and discreet applicant for the position of Admin Support Assistant (Executive Assistant). This role is a cornerstone for the Country Director’s office, providing thoughtful, confidential, and comprehensive administrative, executive, and logistical support to the Country Director and Senior Management Team (SMT).
The Admin Support Assistant ensures smooth day-to-day office operations, manages executive calendars, and serves as a central point of coordination for meetings, travel schedules, and other related tasks. This is a full-time position with a one-year contract. The job's purpose is to provide high-quality, strategic, and confidential administrative and executive support to the Country Director and Senior Management Team, ensuring that the executive office runs smoothly, efficiently, and in compliance with CIVIC’s operational values, safeguarding, and professional standards.
Key responsibilities include:
* Managing the Country Director’s executive calendar and appointments, prioritizing competing commitments and ensuring all logistics are prepared in advance.
* Serving as liaison, tracking and routing incoming external and internal correspondence, drafting official letters, memos, invitations, and acknowledgments.
* Organizing and coordinating Senior Management Team (SMT) meetings, events, and activities, including logistics, venue arrangements, and documentation.
* Maintaining accurate records and filing systems (electronic and hard copy) for the Country Director’s office, ensuring confidentiality and accessibility.
* Drafting, editing, and proofreading correspondence, reports, and presentations for internal and external audiences.
* Supporting travel arrangements for the Country Director and SMT, ensuring compliance with CIVIC policies.
* Coordinating meeting minutes, action points, and follow-up requests, ensuring timely completion and communication.
* Facilitating communication between the Country Director’s office and internal teams, partners, and stakeholders.
* Supporting administrative functions related to procurement, asset management, and logistics for the Country Director’s office.
* Performing other duties assigned to ensure efficient office operations and adherence to CIVIC’s mission and values.
The Admin Support Assistant ensures smooth day-to-day office operations, manages executive calendars, and serves as a central point of coordination for meetings, travel schedules, and other related tasks. This is a full-time position with a one-year contract. The job's purpose is to provide high-quality, strategic, and confidential administrative and executive support to the Country Director and Senior Management Team, ensuring that the executive office runs smoothly, efficiently, and in compliance with CIVIC’s operational values, safeguarding, and professional standards.
Key responsibilities include:
* Managing the Country Director’s executive calendar and appointments, prioritizing competing commitments and ensuring all logistics are prepared in advance.
* Serving as liaison, tracking and routing incoming external and internal correspondence, drafting official letters, memos, invitations, and acknowledgments.
* Organizing and coordinating Senior Management Team (SMT) meetings, events, and activities, including logistics, venue arrangements, and documentation.
* Maintaining accurate records and filing systems (electronic and hard copy) for the Country Director’s office, ensuring confidentiality and accessibility.
* Drafting, editing, and proofreading correspondence, reports, and presentations for internal and external audiences.
* Supporting travel arrangements for the Country Director and SMT, ensuring compliance with CIVIC policies.
* Coordinating meeting minutes, action points, and follow-up requests, ensuring timely completion and communication.
* Facilitating communication between the Country Director’s office and internal teams, partners, and stakeholders.
* Supporting administrative functions related to procurement, asset management, and logistics for the Country Director’s office.
* Performing other duties assigned to ensure efficient office operations and adherence to CIVIC’s mission and values.
Requirements & Qualifications
- Completion of secondary education required; diploma or degree in business administration, office management, or related field desirable.
- Minimum 3 years of progressively responsible administrative experience, including support to senior executives.
- Demonstrated experience in calendar management, correspondence, meetings, travel, events, and confidential records.
- Experience in NGOs, INGOs, UN, diplomatic, or complex multicultural organizations.
- Strong written and spoken proficiency in English and the principal working language of the duty station.
- Proficiency with office tools (Word, Excel, PowerPoint, email, shared drives, calendars, video conferencing).
- Ability to work with discretion, accuracy, initiative, and calm judgment under pressure.
- Minimum 3 years of progressively responsible administrative experience, including support to senior executives.
- Demonstrated experience in calendar management, correspondence, meetings, travel, events, and confidential records.
- Experience in NGOs, INGOs, UN, diplomatic, or complex multicultural organizations.
- Strong written and spoken proficiency in English and the principal working language of the duty station.
- Proficiency with office tools (Word, Excel, PowerPoint, email, shared drives, calendars, video conferencing).
- Ability to work with discretion, accuracy, initiative, and calm judgment under pressure.
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