Business Support Assistant, SC L4

Under the direct supervision of the Logistics Assistant / Logistics Officer, the Business Support Assistant (SC‑4) provides essential administrative and operational support to ensure smooth and timely clearance approvals for the movement of trucks transporting humanitarian cargo across states in Sudan.
The position supports documentation, coordination, filing, and follow-up with relevant authorities to facilitate uninterrupted humanitarian access.

Purpose of Assignment To ensure efficient, compliant, and safe movement of humanitarian cargo by:

To support the Logistics Unit by ensuring timely preparation, submission, tracking, and documentation of all movement clearance requests required for trucks moving from state to state within Sudan.

The role ensures that all required clearances are obtained and properly recorded, routing information is updated, and communication with authorities and internal staff is maintained.

Prepare and submit movement clearance requests for trucks transporting humanitarian cargo within Sudan. Ensure all required documents (cargo lists, waybills, letters, memos) are complete and correctly formatted prior to submission. Follow up daily with relevant authorities (state administration, HAC/line ministries, SAF focal points) to obtain timely clearance approvals. Update drivers, transporters, and internal teams on the status of clearances, approval validity periods, and any special conditions. Assist in checking and recording route recommendations provided by SAF or other security bodies. Support the Logistics Assistant/Officer in obtaining rerouting approvals when the original routes become unsafe or inaccessible.

Maintain an organized filing system (hard and soft copies) of all movement approvals, letters, and official correspondence. Update the movement clearance tracker daily (submission dates, approval dates, destinations, validity periods, remarks). Ensure all movement-related documentation is audit‑ready and compliant with organizational procedures. Assist in preparing weekly and monthly reports summarizing clearance performance, delays, and constraints.

Liaise with Programme, Transport, Access, Security, and Field Offices to align dispatch timing with clearance availability. Communicate any delays, denials, or issues to the Logistics Assistant/Officer immediately for escalation. Provide translation of documents (Arabic ↔ English) where needed.

Provide administrative and clerical support to the Logistics Unit (photocopying, scanning, archiving, drafting letters). Support data entry and reconciliation of movement approvals with dispatch records, waybills, and POD/GRN documentation. Perform any other related duties as assigned.

• Timeliness: 95% of clearance requests submitted and followed up within established timeframes.
• Accuracy: 100% correct documentation submitted to authorities.
• Recordkeeping: All approvals properly filed and traceable (soft + hard copies).
• Reporting: Weekly tracker updated accurately and shared on time.
• Coordination: Effective communication with internal teams and authorities, with no missed deadlines.

• Completion of secondary school education required.
• Additional training in administration, logistics, or supply chain is an asset.

• Minimum 4 years of administrative, logistics, transport, Insurance or government liaison experience—preferably within humanitarian operations in Sudan.
• Experience dealing with state authorities or approvals processes is highly desirable.

• Strong administrative and organizational skills.
• Ability to manage multiple files and deadlines simultaneously.
• Proficiency in MS Office, especially Excel.
• Good communication and follow-up skills.
• Ability to work under pressure and adapt to changing priorities.

• Fluency in Arabic required.
• Basic working knowledge of English is an advantage.

• Reports to the Logistics Assistant (SC‑5) or Logistics Officer.
• Works closely with Programme, Access, Security, Transport, and Field Office teams.

• Teamwork and collaboration
• Attention to detail
• Client orientation
• Integrity and confidentiality
• Accountability
• Adaptability and problem‑solving