The American Refugee Committee (ARC) Sudan Program started in 2004 in response to the emergency needs of some 500,000 war-affected IDPs and host populations in the Tulus and Gereida corridors in South Darfur. In 2014, ARC expanded services into underserved villages in the East Darfur.  The overall aim of the program is to improve the well-being of the target populations by addressing their immediate humanitarian needs and contributing to long-term community stabilization.

In conjunction with the Head Office in Khartoum, the field office in Kassala supports the delivery of primary health care services at 3 PHCCs and 2 Health Units in Shagarab I, II, III, K26 and Girba Refugee Camps. An integrated WASH program delivers a range of sanitation and hygiene promotion activities. 62,994 refugees in five camps in Kassala State (Shagarab I, II, III, K26 and Girba)

With an annual budget of over $15m, the Sudan Program has 10 expatriates and over 600 national staff some of who are seconded from the line Ministries of the Sudan government.

PRIMARY PURPOSE OF THE POSITION

The Admin and Logistics Officer is responsible for planning, organizing, and implementing administrative services related to the care and optimal functioning of the ARC Kassala office and guesthouse premises. S/he will ensure cleanliness and orderliness of the interior and grounds of the office building and guesthouses, while minimizing risks factors that could potentially lead to workplace hazards or disruption of ARC’s work. In this capacity, s/he will oversee the work of the cleaners and Guards, by planning and assigning workload to meet current and potential demand. S/he will ensure the facilities are provided with the supplies and equipment needed.

Facilities Maintenance Duties:

• With the support of the direct supervisor, develop policies and procedures to guide the ARC cleaning and security teams in the implementation of their duties.
• Under the guidance of the direct supervisor, develop/adapt Office Safety Rules that aim to ensure a safe and healthy work environment. Display Safety Rules throughout the office and provide orientation to staff.
• Develop and implement a Cleaning Crew Work Schedule template to plan, prioritize and assign duties to cleaning staff on a weekly basis, ensuring fair distribution of tasks.
• Schedule staff leave time, ensuring adequate staff levels to cover for planned or unanticipated absences and peaks in workload. Hire, schedule and allocate workload to casual workers, as needed.
• Conduct daily inspections of office interior and grounds to verify that the premises are maintained to the highest possible standard of cleanliness and safety.
• Identify needs for waste disposal, improved safety measures, routine maintenance, repair or renovation.
• Develop Cleaning Crew Activity Checklist for cleaning crew to report on tasks completed at the end of their workday.
• Conduct monitoring visits to the guesthouses to inspect the productivity and quality of tasks completed by cleaning crew, as well as the functionality of equipment and the condition of the furniture.
• Review and verify cleaning crew timesheets.
• Conduct performance appraisal of direct reports at end of fiscal year.
• Conduct quarterly customer survey for staff to provide feedback on degree of satisfaction with office and guesthouse maintenance services.

Logistic Duties:

• Conduct monthly inventory of food, kitchen, emergency food stock and cleaning supplies for the office and guesthouses. Identify needs for replenishment and/or disposal; take proper follow up action.
• Prepare PRFs for food products, cleaning supplies and cleaning equipment for the office and guesthouses. Review related invoices for accuracy.
• Obtain schedule of expat, national staff and visitors’ arrival in Khartoum, to ensure timely preparation of guesthouse rooms/apartments.
• Order food and drinks for meetings and workshops, as requested.  Oversee the arrangement of meeting space.
• Compose routine correspondence letters and replies, based on general instructions.

• University degree in Business Administration, or Management Science or any other relevant field.
• 5 years of progressively responsible clerical and administrative work. Relevant experience in Admin/Human Resources management with INGOs.
• Excellent interpersonal & communication skills
• Fluency in English and Arabic oral and written is required.
• Willingness and ability to work in unstable environments and adhere to ARC’s security policies
• Excellent computer skills

KEY BEHAVIORS & ABILITIES

• Ability to Apply Technical Expertise
• Maximizes use of resources to meet standards
• Ability to live and work under hardship condition with limited resources
• Demonstrate good organization capabilities
• Punctual at his/her duty station
• Respectful and willing to support others
• Confident in carrying out his/her tasks
• Ability to work independently and effectively as a member of team.
• Demonstrate commitment to ARC’s core values and policies•