Administrative Assistant (Wadi Halfa) – MedGlobal

Job Description

Country	Sudan
City	Wadi Halfa
Type	Job
Career category	Administration/Finance
Closing date	14 Jul 2023

ABOUT MEDGLOBAL

MedGlobal is a global humanitarian non-profit organization providing medical and health education services to people in need, including refugees and displaced persons, in disaster and underserved regions. The organization is composed of medical and public health professionals of diverse backgrounds.

CODE OF CONDUCT

MedGlobal Code of Conduct reflects the profession’s core set of beliefs and values of care, respect, trust, and integrity. These beliefs and values are fundamental to MedGlobal employees, volunteers, interns, consultants, officers’ coordinators, and directors to guide their practice and conduct.

The Code is organized into categories, as follows:

1. Always act with fairness, honesty, integrity, and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, color, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation.
2. Provide a positive and valued experience for those receiving service within and outside MedGlobal.

CHILD PROTECTION POLICY

Child abuse in all forms is unacceptable to MedGlobal, which recognizes its responsibility to protect children from harm in all areas of its work.

MedGlobal is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

DISCRIMINATION, ABUSE AND HARASSMENT POLICY

MedGlobal provides equal employment opportunities to all employees and applicants for employment and expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, marital status, citizenship status, disability, or military status. MedGlobal employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside the organization.

POSITION OVERVIEW

As an Administrative Assistant you will play a crucial role in supporting the administrative functions, human resources activities, and project management tasks within the organization. Your primary focus will be to provide administrative assistance to both the HR Officer and Project Manager, ensuring efficient operations.

JOB RESPONSIBILITIES

• Administrative Support:
  • Assist the HR Officer and Project Manager with general administrative tasks, including maintaining files, records, and databases.
  • Manage and coordinate calendars, schedule appointments, arrange meetings, and handle travel arrangements.
  • Prepare and distribute correspondence, memos, and reports as requested by both parties.
  • Receive, screen, and direct incoming calls and emails, providing assistance or redirecting inquiries as necessary.
• Human Resources Support:
  • Assist the HR Officer with recruitment processes, such as posting job openings, reviewing resumes, and scheduling interviews.
  • Prepare offer letters, employment contracts, and new hire paperwork.
  • Support the onboarding process for new employees, ensuring they have the necessary information, equipment, and access to start their roles smoothly.
  • Maintain accurate and up-to-date employee records, including personnel files, contracts, and other HR-related documents.
  • Assist in preparing HR reports and metrics as needed.
  • Serve as a point of contact for employees regarding HR-related inquiries, providing guidance and support.
  • Prepare and organize the site staff monthly timesheet and leaves.s
• Project Support:
  • Assist the Project Manager in project-related tasks, including project documentation, progress tracking, and reporting.
  • Support the Project Manager in monitoring project timelines, deliverables, and budgets.
  • Coordinate project meetings, workshops, and events, including logistics and preparation of materials.
  • Help schedule meetings with donors, venders and partners

Qualifications and Skills

• A bachelor degree in business administration, additional education or training in HR, or project management is a plus.
• Proven experience as an administrative assistant or in a similar support role.
• Familiarity with HR practices, policies, and procedures is preferred.
• Basic understanding of project management principles and practices.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Excellent communication skills, both written and verbal.
• Proficient in using Microsoft Office & Google Suite and other relevant software.
• Ability to handle confidential information with discretion and maintain a high level of professionalism.
• Strong attention to detail and accuracy.
• Ability to work effectively in a fast-paced and multicultural environment.
• Must be Sudanese Nationality.

How to apply

To apply for this position, please send a cover letter and resume to [email protected] with the subject line: Administrative Assistant. Applications will be reviewed on a rolling basis and applicants are encouraged to apply early.