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Administration / Liaison Officer Sudan Khartoum

Khartoum (Sudan)

  • Organization: NRC - Norwegian Refugee Council
  • Location: Khartoum (Sudan)
  • Grade: Level not specified
  • Occupational Groups:
    • Operations and Administrations
    • External Relations, Partnerships and Resource mobilization
  • Closing Date: 2021-09-27

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Under the superviosn of the HR Coordinator,  Provides effective liaison function with government, and other partners (HAC, immigration,COR), focusing on achievement of the following results:

1. Documentation:

  • Liaising with relevant authorities in consultation with HR Coordinator to process visas, work permits and residencies for international staff and visitors: Provide mission orders, process visa permits and a deal with immigration issues
  • Focal point with HAC, the Admin & Liaison officer will be the interface between NRC and authorities regarding NRC official documents (registration, authorizations, etc.) including renewal, Legal services & documents
  • Reception & dispatch of documents. Arrangement for courier services (commercial courier, official mailing, sign boards…) Shipping agreement for staff moving into Country and out,
  • Establish and maintain proper filing and archiving system of admin document and correspondance, 
  • Maintain up-to-date contact details of the  local authorities, and partner with whom NRC has working relationship; including contact personnel and documentation requirements.
  • Continuously follow up with relevant Government office for current and up-to-date information on policies related to visas, work permits, tax exemption requirements, customs clearing etc; and advice NRC staff
  • In close collaboration with the logistic Manager, prepare and raise required documentation to relevant authorities for tax exemption on import/export items that might arise
  • Conducts admin briefing for new international staff ; prepares briefing notes for new staff on immigration formalities and ensures that the information is continuously updated.

2. Office & accommodation:

  • Administrative advice and support to international staff (e.g. assist international staff and in finding suitable housing according to their needs within a short time frame).
  • Management of offices and residences including supervision of staff assigned (cleaners)
  • Management of lease agreements for all premises (office, residence, warehouse): preparation, renewals, termination, rents, addressing issues with Landlords,
  • Arrange accommodation for visitors and staff in residences and hotels, from booking to billing,
  • Provision of office and guest houses supplies consumables and non-consumables,
  • Manage meeting rooms (occupancy, furniture, equipment)
  • Managing of minor maintenance for the Khartoum office including office equipment/furniture as agreed with procurement department.
  • Ensure adequate supply of stationery and office supplies; managing of the reception
  • Maintaining of the guesthouses, guesthouse equipment and supplies

3. Travel:

  • Responsible for the organization of international travel arrangements
  • Overall responsibility to ensure NRC visitors and consultants travel, accommodation and administration needs are met including transportation to and from the airport,
  • Transport and accommodation arrangements for visitors and staff, from booking to billing (air, road, sea), according to procedures and framework agreements in place,
  • Coordinate Freight and shipping of personal luggage of expatriates

Competencies

1. Education

  • First level university degree (Bachelors or equivalent), preferably in Business Administration, Public Administration, 
  • Advanced university degree (Masters or equivalent) will be considered a strong asset/desired.

2. Work Experience

  • At least 2 years of progressive experience in a relevant position such as provision of administrative and liaison services, logistics and supply chain management, custom clearance.
  • Experience with administration, supply, protocol and liaison functions with International Organization would be considered as an asset.
  • Experience and proven track record in dealing with government ministries, custom authorities and other relevant offices in processing various documents would be considered as an asset.
  • Excellent computer skills and advance knowledge of MS Office is required.
  • Having a valid driving license is required.

3. Language: Fluency in written and oral Arabic, and professional knowledge of English is required

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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