Sudan’s Policy Advisory Group (SPAG) is an independent, voluntary-based, and non-partisan group of Sudanese experts who provide an essential practitioner perspective on emerging social, political, and development contexts. SPAG offers advice on maximising the contribution of policy advocacy and research in policymaking toward building a new strategic roadmap for the Republic of Sudan.

Sudan Vision 2030 is a policy-based project for a multistage national strategic vision that represents the Sudanese people’s aspirations for a better future. The vision aim at creates the needed shift to transform Sudan into a leading country in Africa by the year 2030. From the economy to governance and the rule of law to repositioning Sudan on the global agenda, Sudan Vision 2030 demonstrated a solid commitment and a national passion for change and development.

The PMO Directorate consists of a team of professionals bringing together unique experience in management, coordination, reporting, programme, portfolio, and project management. The team advises and supports the PMO team leaders and managers on a wide range of management issues with significant project management implications. It includes the co-development of specific solutions together with the project team to ensure maximum effectiveness and efficiency.

Vacancy code: VA/SV-PMO/S0028
Position Title: Executive Associate to Executive Manager/Project Coordinator
Department/Unit: PMO Directorate
Duty Station: Khartoum, Republic of Sudan
Contract type: Voluntary Service (VS) Part-time
Duration: 2 Years with a possibility of extension

The role

Under the direct supervision of the Project Coordinator, the Executive Associate to EPM/PC ensures effective and efficient functioning of the PMO Directorate Office, ensures full confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow, and follow-up on deadlines and commitments made.

Responsibilities

As delegated by the Executive Project Manager, the PMO Coordinator will work to perform the following tasks and duties:

• Support the management of the PMO Directorate Office, ensuring an environment of the professionalism and teamwork at all times, and setting exemplary standards of conduct of the PMO team.
• Maintenance of the Executive Project Manager (EPM) and Project Coordinator (PC) calendar, arrangement of appointments and PMO meetings, and taking minutes when required.
• Preparation of correspondence, directives, comments on behalf of EMP/PC for his/her signature and making follow- up when required.
• Screening of all incoming communications and correspondence, filter and undertake quality control of all outgoing correspondence for supervisors’ signature, clearance and further action by other staff.
• Coordination of the information flow in the office, and facilitation of information sharing with various PMO teams and units.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to EPM/PC.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the PMO Directorate and other PMO teams.
• Drafting of routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested.
• Maintenance of rosters of contacts, high-level partners, contact lists.
• Support to PMO events as required.

Skills and Experience

• Experience in office management.
• Prior experience with international development and/or non-profit organizations and/or working in a start-up business environment is required.
• Excellent verbal and written communication, networking, and presentation skills (in English).
• Excellent organizational skills and attention to detail.
• Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Personal Characteristics

The successful candidate will be:

• Committed to and enthusiastic about the mission of Sudan Vision 2030.
• A strategic thinker who is adept at multi-tasking in a fast-paced environment, able to plan, prioritize, and organize individual and group activities and processes.
• Outgoing, straightforward, and creative.
• Able to work independently and take initiative.
• Results-oriented.
• Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success.
• A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.

Functional Competencies

• Shares knowledge and experience, actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan, and applies newly acquired skills.
• Ability to administer and execute administrative processes and transactions.
• Ability to extract, interpret, analyze data, identify and resolve operational problems
• Ability to perform work of a confidential nature and handle a large volume of work.
• Focuses on results for the client and responds positively to feedback.
• Consistently approaches work with energy and a positive, constructive attitude.
• Remains calm and in control even under pressure.

Education

University degree (or equivalent) preferably in business administration, management, project management, political or social science, international studies, development studies, or any other related field.

Time commitment

The expected time commitment is 10/hours per week, following a flexible remote working modality.

Language

Fluency in spoken and written Arabic and English is essential for this position.

Additional Considerations

• Applications received after the closing date will not be considered, and only those candidates that are short-listed for interviews will be notified.
• The incumbent is responsible for abiding by security policies, administrative instructions, plans, and procedures of the Sudan Vision PMO.