Home Post Jobs Help View CV CIVIC Admin Support Assistant (Executive Assistant) Vacancy No: 8 Supervisor: Country Director No. of Post: 1 Duty Station: Khartoum Closing Date: 06 Nov 2026 Background: 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

Key Responsibilities

• 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

• Duties and

• Perform other duties assigned to ensure efficient office operations and adherence to CIVIC�s mission and values

Requirements & Qualifications

• Minimum Qualification، Skills and Experience Required

• Qualities Sought: Strong organizational and time-management skills

• Excellent communication and interpersonal skills

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)

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

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

and Experience: BSc. 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

Languages Fluency in English (spoken and written)

Fluency in Arabic (spoken and written)

Integrity and confidentiality in handling sensitive information

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 unsolicited agency resumes and does not pay placement fees for candidates submitted by agencies other than its approved partners

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