Administrator and Logistics
Alfanar Center for Psycho médical Réhabilitation
Total years of experience :9 years, 3 Months
• Managing all administrative and Logistical activities in the organization according to the donors’ guidelines..
• Managing safe box, cashbox, bank account and the daily expenditure for the office(water, electricity and all other requirements ), preparing and paying salaries for the staff. .
• Preparing contracts and work certificates .
• representing the center administration part .
• Translating all necessary documents concerning the work benefit.
• Any other duties or tasks might be assigned by the direct supervisor
• Assisting and cooperating with the program coordinator and international staff in all administrative and secretarial activities.
• Manage the daily expenditure for Emeregency houses and office.
• Translate letters, official documents, and relevant papers;
• Interpretation during meetings, interviews, etc….
• Managing the filing system
• preparing the contract for the national staff and make the first presentation about Emergency work
• Translating, registering receipts according to Emergency’s accounting guide lines.
• Drafting letters and papers
• Preparing and paying salaries for national staff.
• Any other duties or tasks might be assigned by the direct supervisor
• Responsibility for all the administrative related tasks, including the Human resources polices implementation and Finance management.
-HR:
Manage and guide the office in all HR related issues(Leave, insurance, taxes and salaries )..
- Finance:
Responsibility for all financial issues(Salaries calculation and payment, overtime registration, bank account management and handling the mutual issues with the other partners)
Capacity-building
• Participate actively in the training courses recommended by (ACAL), and share new skills and knowledge with the team and colleagues
• identified training needs and training opportunities related to me and to the staff matters (identifying participants and reporting the to the direct supervisor about the it)
• Co-operate with the supervision of partner organizations according to TGH partnership agreements
Other duties as requested or assigned by the head of Office or the person in charge.
General administration:
- Ensure the good functioning of the office .
Related Tasks:
• Report to Base Manager in weekly basis about performed tasks, and the planned tasks for the next week
• Maintain a regular contact with the admin team in Khartoum and other bases if required
• Set up and maintain a directory of useful contacts / addresses (NGO, staff, supplier, etc.)
• Translate documents and participate to meeting/ visits as a translator when requested
• Prepare the newsletter in accordance with national staff and base manager
• Ensure the supply of appropriate stationeries in co-ordination with the logistician
Human Resources administrative management
- Manage local staff’s administrative aspects and ensure TGH’s compliance with Sudan law, under Base Manager supervision
- Ensure communication with Khartoum’s Human Resources team
Related tasks :
• Check and pay the local staff salaries on a monthly basis.
• Fill TIME FU and Daily worker FU on weekly basis
• Set up, manage and maintain personal folders for National Staff (leave requests, absences related documents and leave requests sick report, scratch card follow-up, etc.)
• Communicate needed HR informations and documents to Khartoum’s HR team.
Finance management
- Ensure accountancy management at base level under Base deputy supervision
- Ensure communication with Khartoum’s Finance team
Related Tasks
• Manage the cash from cash transfers given by the Base Manager for the weekly functioning of the office or during the absence of him.
• Ensure timely payment of invoices in relation with the functioning of the office in coordination with the logistician;
• Update the all accountancy tool on daily basis and strictly follow TGH procedures regarding finance.
• Prepare all the documents to close the accountancy on a weekly basis.
• Ensure that all the needed documents are checked and sent to Khartoum Finance team
Capacity-building
• Participate actively in the training courses recommended by TGH, and share new skills and knowledge with his/ her team or colleagues
• identified training needs and training opportunities related to me and to the to the staff matters (identifying participants and reporting the to the Capacity Building Coordinator about the it)
• Co-operate in the supervision of partner organizations according to TGH partnership agreements
• Translate TGH monthly News letter .
• Other duties as requested or assigned by the head of Office or the person in charge.
Secretary tasks:
• Responsible of medical data(entering, classifying, archiving, etc....)
• Keep the medical data updated and ready to use in need.
• Sending weekly report of morbidity to SMOH (Sudanese Ministry Of Health) and WHO (World Health Organization) for analyzing.
• Any duties or tasks assigned by the direct supervisor or related person.
Translation:
Carry out all types of translation, security meetings, seminars, workshops, trainings, and written documents.
Other Responsibilities and duties:
• Preparing the travel permit for the mobile clinic team before going to the field.
• Helping in equipping the mobile clinic and reporting any short of staff or equipments.
• Helping in preparing for trainings and workshops (food and drinks, renting meetings halls and renting transportation facilities).
1 Follow up the staff of the base (HR).
2 Follow up the daily purchase of the base and expenditure.
3 Follow up the daily workers of TGH program activities.
4 Follow up the procedures with HAC and the locality concerning cars movement permits and local staff.
5 Doing procurement, supply request and waybills.
6 Other duties might be required by Field Manager.
7
Translation:
Carry out all types of translation, security meetings, field translation oral and written documents.
Other Responsibilities and duties:
3 I was a radio operator, sending messages and receiving as well, to and from the other stations in Darfur and Khartoum.
2 Ensure the functioning of communication tools for the office and vehicles.
3 Responsible for the radio: To ensure that TGH staff uses proper radio protocols and procedures when on the radio (movement tracking system), monitor the radio and ensure emergency assistance for TGH staff upon request within your parameter of work, operate radio successfully and ensure that information transmitted over the radio is communicated in time to the rest of the team.
4 Helping the other teams in their work
5 Community mobilizers: - distribution planning and distribution of NFIs, refugees registration .
6 Watsan Team:-.latrines construction and bladders follow up.
7 Log Team: - Helping in some logistic tasks (purchase, quotations .etc….)
8 Make a regular inventory for all the base proprieties (cars, computers. tools, etc….)
9 Other duties as requested or assigned by the head of Office or the person in charge.
