Admin Support Assistant (Executive Assistant) (Khartoum)

About CIVIC:

Center for Civilians in Conflict (CIVIC) Center is an international nonprofit and nongovernmental organization with offices around the world working to improve protection for civilians in conflict zones. Our mission is to support communities affected by conflict in their quest for protection and strengthen the resolve and capacity of armed actors and relevant institutions to prevent and respond to civilian harm.

We are advocates who believe that no civilian caught in conflict should be ignored, and advisors who provide practical solutions to preventing and responding to civilian harm. Learn more at civiliansinconflict.org.

About the Position:

CIVIC is seeking a highly qualified, proactive, and discreet applicant for the position of Admin Support Assistant (Executive Assistant). The role will serve as a cornerstone for the Country Director’s office, providing thoughtful, confidential, and comprehensive administrative, executive, and logistical support to the Country Director and Senior Management Team (SMT).

The Admin Support Assistant ensures smooth day-to-day office operations, manages executive calendars, and serves as a central point of coordination for meetings, travel schedules, and other related tasks. This is a full-time position with a one-year contract.

Job Purpose: Provide high-quality, strategic, and confidential administrative and executive support to the Country Director and Senior Management Team, ensuring that the executive office runs smoothly, efficiently, and in compliance with CIVIC’s operational values, safeguarding, and professional standards.

Key Responsibilities

• Manage the Country Director’s executive calendar and appointments, prioritizing competing commitments and ensuring all logistics are prepared in advance.
• Serve as liaison, track and route incoming external and internal correspondence, drafting official letters, memos, invitations, and acknowledgments.
• Organize and coordinate Senior Management Team (SMT) meetings, events, and activities, including logistics, venue arrangements, and documentation.
• Maintain accurate records and filing systems (electronic and hard copy) for the Country Director’s office, ensuring confidentiality and accessibility.
• Draft, edit, and proofread correspondence, reports, and presentations for internal and external audiences.
• Support travel arrangements for the Country Director and SMT, ensuring compliance with CIVIC policies.
• Coordinate meeting minutes, action points, and follow-up requests, ensuring timely completion and communication.
• Facilitate communication between the Country Director’s office and internal teams, partners, and stakeholders.
• Support administrative functions related to procurement, asset management, and logistics for the Country Director’s office.
• Perform other duties assigned to ensure efficient office operations and adherence to CIVIC’s mission and values.

Qualifications and Experience:

• Completion of secondary education required; diploma or degree in business administration, office management, or related field desirable.
• Minimum 3 years of progressively responsible administrative experience, including support to senior executives.
• Demonstrated experience in calendar management, correspondence, meetings, travel, events, and confidential records.
• Experience in NGOs, INGOs, UN, diplomatic, or complex multicultural organizations.
• Strong written and spoken proficiency in English and the principal working language of the duty station.
• Proficiency with office tools (Word, Excel, PowerPoint, email, shared drives, calendars, video conferencing).
• Ability to work with discretion, accuracy, initiative, and calm judgment under pressure.

Qualities Sought:

• Strong organizational and time-management skills.
• Integrity and confidentiality in handling sensitive information.
• Excellent communication and interpersonal skills.
• Ability to prioritize competing demands and maintain accurate systems.
• Service-oriented, solution-focused, and professional demeanor.
• Flexibility and composure in rapidly changing contexts.
• Commitment to diversity, equity, inclusion, and safeguarding principles.

Additional Details

Application Deadline: November 6, 2026

Due to the high volume of applications, only candidates selected for an interview will be contacted. Shortlisted candidates will receive an email invitation from TestGorilla to submit their resume. Please complete this step promptly to ensure your candidacy is fully considered.

CIVIC is an Equal Opportunities Employer committed to fostering a diverse and inclusive environment, and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected characteristic.

Note to Recruiters and Placement Agencies: CIVIC does not accept unsolicited agency resumes and does not pay placement fees for candidates submitted by agencies other than its approved partners.