Admin Support Assistant (Executive Assistant)

About the role

CIVIC, an international nonprofit and nongovernmental organization working to protect civilians in conflict zones, is seeking a highly qualified, proactive and discreet Admin Support Assistant (Executive Assistant) in Khartoum. The role supports the Country Director and the Senior Management Team (SMT) with administrative, executive and logistical work, ensuring smooth day-to-day office operations. It is a full-time position with a one-year contract.

Key responsibilities

• Manage the Country Director's executive calendar and appointments, preparing logistics in advance
• Act as liaison, track and route correspondence, and draft letters, memos, invitations and acknowledgments
• Organize and coordinate SMT meetings, events and activities, including venues and documentation
• Maintain accurate electronic and hard-copy records, keeping them confidential
• Draft, edit and proofread correspondence, reports and presentations
• Support travel arrangements in line with CIVIC policies
• Coordinate meeting minutes, action points and follow-ups
• Facilitate communication between the office and internal teams, partners and stakeholders
• Support procurement, asset management and logistics for the office

Required profile

• BSc. in business administration, office management or a related field desirable
• At least 3 years of progressively responsible administrative experience, including support to senior executives
• Experience in calendar management, correspondence, meetings, travel, events and confidential records
• Experience in NGOs, INGOs, UN, diplomatic or complex multicultural organizations
• Fluent English and Arabic (spoken and written)

Required skills

• Office tools: Word, Excel, PowerPoint, email, shared drives, calendars and video conferencing
• Strong written and spoken English and Arabic
• Discretion, accuracy, initiative and calm judgment under pressure

Applications close on 6 November 2026; only shortlisted candidates will be contacted.