Admin Assistant (Khartoum) – MSF Spain
Job Description
| Organization | Medecins sans Frontieres Spain |
| Job Title | Admin Assistant |
| Location | Khartoum State (Khartoum, Omdurman or Bahri) Upon the Need of activity |
| Section/Unit | Administration |
| No. of Post | 1 |
| Salary | 1189 USD |
| Supervisor | Administration Manager |
| Closing Date | Khartoum State (Khartoum, Omdurman, or Bahri) Upon the Need of activity |
Execute administrative tasks and do follow up of project accountancy, according to administration manager’s indications and MSF procedures, in order to ensure legal compliance and keep a strict control over monetary resources.
Duties and Responsibilities:
HR & Administrative Support
- Prepare and update staff personal files, contracts, and HR database in compliance with labour laws and MSF regulations.
- Support the drafting and renewal of employment contracts, including amendments when required.
- Ensure timely and accurate payroll preparation and issuance of monthly pay slips.
- Prepare end-of-contract documentation (final payslip, work certificate).
- Ensure HR administrative information is communicated to staff (e.g. updates, policies, meetings).
- Assist in managing daily workers and incentive payments for MoH-staff in accordance with MSF procedures and local labour law.
- Track and follow up on contract expiry dates (e.g. rental agreements, staff contracts) and flag in advance to line manager.
Visa, Travel permit & Legal Documentation :
- Coordinate with State HAC and Coordination for travel permit applications for all incoming/outgoing MSF staff to/from Khartoum.
- Ensure that all required legal documents (residency, visa renewals, work/stay permits) are applied for and received on time in collaboration with coordination in Port Sudan.
- Maintain up-to-date records of staff documentation and relevant legal processes, and ensure filing is complete and accessible.
- Monitor legal/regulatory updates affecting staff permits and inform relevant teams.
Finance & Accounting :
- Assist with cash management and treasury planning, ensuring availability of funds for daily needs.
- Prepare and process and send to coordination supplier payments with proper supporting documentation.
- Support daily accounting tasks: classify, enter, and file accounting records in the financial system (FCC).
- Ensure all expenses are properly documented and aligned with MSF standards and local compliance requirements.
- Maintain professional communication and relationships with relevant government offices, including HAC, MoH, and others.
- Record and process daily worker payments in line with MSF and Sudanese labour law.
- Ensure confidentiality and data protection in handling staff information.
- Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.
Minimum Qualification, Skills, and Experience Required:
Education
- Essential: Secondary school certificate.
- Desirable: Diploma in Administration, Human Resources, Finance, or related field.
Experience
- Essential: At least 1 year in administrative or support roles (e.g., HR Assistant, Customs Officer, Secretary).
- Desirable: Previous experience with MSF or other NGOs.
Languages
- Essential: Fluency in Arabic and English (spoken and written).
Technical Skills
- Essential: Proficiency in Microsoft 365 (Word, Excel, Outlook), SharePoint, and internet use.
- Desirable: Familiarity with HR or finance software systems.
Core Competencies
- Teamwork and collaboration
- Adaptability and flexibility
- Stress management
- Results orientation
- Integrity and commitment to MSF values
- Good interpersonal and communication skills
How to Apply
Interested candidates are requested to submit their application to the Khartoum State, HAC Office in Omdurman, Althawra, Square no 8, in a sealed envelope mentioning (MSF Spain – application for ADMIN ASSISTANT)
Applications must be submitted in English, including:
- Complete CV in English and copies of all certificates and Diplomas (Experience & Training Certificates and Education certificates) (including a Motivation letter).
- Sudanese National ID/Passport.
Tests and interviews will be carried out in English.
Only short-listed candidates will be contacted.
