Office Manager - Warrap State

Post Grade: 7
Number of Vacancies: 1 (one)
Contract length: Till 31st Dec 2011
Reports to: Team Leader
Date of issue: 7th February 2011

Organizational background

Winrock International is an NGO undertaking a program by the name Sudan BRIDGE funded by USAID. This is a three –year development program with an overall objective of supporting the CPA by strengthening the capacities of state and local government to decentralize and deliver basic services, provide tangible peace dividends and increase economic opportunities.

Winrock International Sudan BRIDGE program seeks one qualified Sudanese National for the position of Office Manager based in Warrap State.

Major Responsibilities

Under the general supervision of the Team Leader, the position supports operations across all key administrative areas including human resource administration, office administration, and travel coordination. Specific responsibilities include:-

• Assist in ensuring adherence to all WINROCK Sudan Bridge policies and procedures as outlined in the policies and procedures manuals and other directives that may be issued periodically
• Maintain updated contact lists of staff and emergency/dependants information, vendors, key program contacts, office guests and ensure that personnel records database are kept up-to-date; Manage the field office staff temporary replacement coverage when necessary
• In collaboration with the Compound Manager, ensures proper and timely maintenance of offices and residences
• Assist in conducting orientation of new staff members in the field office and sign-up new staffs hire forms. Provide assistance to the HR Director in disseminating policies and distributing HR related forms among field based staff
• Assist in tracking medical expenses of staff based in the field office and timely compile a monthly medical expense report for the Juba office; Track leave balances of all field staff based in the State and compile monthly leave tracking report
• Responsible for coordinating the printing of ID/Business cards for all staff based in the field/state
• Follow up with field office supervisors on the timely completion and submission of staff performance appraisals to the human resources office in Juba through the Team Leader
• Post internal and/or external vacancy announcement after securing labor office approvals
• Properly maintain records of staff contracts and leave records ; Prepare monthly HR reports/statistics for the field office.
• Coordinate IT services and contractors, including arranging for the setting up of email accounts and printer access, , maintaining an IT equipment inventory, backing up of files, etc and liaise with Juba office on issues of proper maintenance of all IT related equipment
• Develop and maintain vendor/procurement files in coordination with the Juba office
• Serve as back-up on financial management in the absence of the field office Accountant.
• Arrange, confirm, and ensure payments for all air travel and accommodation
• Upon the request of the field management, convene meetings/arrange for appointments for field management and keep proper records thereof
• Performs any other duties as assigned

How to apply

Application letters (handwritten or typed) with comprehensive CV’s, day phone contact, expected including names of three independent referees must be RECEIVED AT WINROCK/Sudan Bridge office in Kuajok Warrap State, behind the Catholic Church, Kuajok no later than the closing date of 21st February 2011. Applications should be hand delivered to the WINROCK/Sudan Bridge office in Kuajok Warrap State. Applications can also be submitted through our E-mail addresses winrockbridgehr@field.winrock.org

NB: Applications received later than the deadline will not be short-listed. Only short listed candidates will be contacted. Due to the urgency of this vacancy announcement Winrock international reserves the right to fill the position prior to the closing date.