Administrative Assistant
United Nations Hybrid Mission In Darfur/ Khartoum Liaison Office
مجموع سنوات الخبرة :14 years, 1 أشهر
• Provided complete administrative support to KLO sections/ Unit, including managing appointments, handling correspondence, preparing regular reports, handling employee queries and organizing company records.
• Understood administrative processes of UN and oversaw the movements of staff in and outside the mission.
• Rendered secretarial support for meetings including drafting & circulating meeting agendas, preparing minutes of meeting, and writing and distributing comprehensive minutes and action points to all members post meeting.
• Organized meetings, conferences and provided timely information to Chiefs of MSD sections and Chiefs of other concerned sections.
• Ordered, managed and maintained inventory of office supplies, arranged quotations for the purchase, managed office budget for supplies and identified ways to decrease monthly costs of office supplies.
• Maintained staff attendance records, prepared the movement of personnel forms (MOPs) and completed all formalities prior to departure; developed and monitored office personnel leave plans, and arranged for back up staff in case of leaves or during holidays period.
• Ensured continuous service improvement in key areas including requirements for visa and creation of F10 claims for the head of Human Rights KLO in coordination with visa and travel section.
• Maintained appropriate documentation, regularly updated files, managed hard/soft copy of electronic records; screened all correspondence and incoming documents of the Head of the section.
• Served as translator/interpreter to translate articles/topics related to Human Rights issues from newspapers.
• Coordinated the execution of program policy, procedures and operations for VIP visits from time to time, such as visits of the Independent Expert twice yearly and High commissioner of the Human Rights and other high level delegation including special envoy to Sudan and senior officials.
• Managed travel arrangements of staff and delegates including tickets and hotel bookings, etc.
• Managed all formalities and correspondences between Human Rights office to the Head of Khartoum Liaison (KLO) Office and other sections including arrangements for issuing ID cards and MOPs to travel to Darfur.
• Distributed the info received from MOFA & other Government entities as per Head of Office instruction.
• Assisted in achieving organizational objective in the areas of HR, administration and facilities management.
• Efficiently provided translation services including interpretation of discussion and conversation from English into Arabic and vice versa with strong sensitivity to diversity and cultural differences.
• Facilitation communication for people with limited English/Arabic proficiency applying language skills such as grammar, syntax, semantics, style and appropriate terminology during translation.
• Served as a key member of Capacity Building Team to the inter-agency training team and rendered training to UNDP, UNFPA, UNICEF, UNMIS, Human Rights and Humanitarian law Gender Based Violence (GBV), Child Rights and Child Protection, IDP’ solder persons.
• Supported sustainable human development and assisted the team in understanding the national & international human rights standards, and to apply them in their daily activities.
• Coordinated with stakeholders for conflict resolution and crisis management.
• Supported the implementation of Darfur Peace Agreement in Elf Asher and assisted in identifying Darfur specific issues related to gender that needed Program in Gender Affairs (GBV), Human Rights & Humanitarian affairs, Child Rights and Child Protection, IDP’s, Elder persons to civilians and government partners.
• Key role in improving the general human rights situation in Darfur by facilitating Gender Based Violence and Human rights and Child Rights and Child protection in coordination with the Officers and protection Forces and civilians in all Sectors.
• Participated in various confidence building initiatives across Darfur undertaken by the Deputy Head of Mission (Ambassador).
• Greeted guests/visitors, answered phone calls and responded to routine requests for information from different branches of ICRC in and out Sudan.
• Circulated general notices, scheduled and arranged weekly meetings with the Head of delegation and local staff or other NGO’s, and managed all the requisite protocols.
• Rendered secretarial support for meetings including drafting and circulating meeting agendas, preparing minutes of meeting, and distributing comprehensive minutes and action points to all members post meeting.
• Focused on enhancing the efficiency of all program initiatives, distributed pouches to different branches of ICRC as well as managed weekly flight schedules of ICRC.
• Arranged accommodation of expatriates, taken care of all their requirements and maintained all documents related to their visit.
• Oversaw various office management tasks including maintaining office supplies (stationery and equipment) inventory by checking stock, placing supplies orders and verifying receipt of supplies.
• Managed all correspondence including the preparation of stationary forms, medical, sick report, holiday forms for local and expatriates, perdiam forms, maintenance, daily workers, lunch forms, etc.
• Handled confidential documents ensuring they remain secure; maintained electronic and paper records, ensuring information is organized and easily accessible.
• Managed the work flow in a timely manner, ensuring infrastructure needs are met.