Administration & Liaison Officer

Norwegian Refugee Council, Khartoum, Sudan

Skill Required:, Business Development/ Resource MobilizationHR and Admin
Preferred Experience: 
2 years of relevant work experience
Closing Date for Applications: 
19th August, 2020


Job Description

The Norwegian Refugee Council has an interesting and rewarding opportunity to be part of our newest country of operation - Sudan.

The NRC has recently re-registered to operate in Sudan, and is currently in country start-up phase, conducting assessments and designing the first steps of the programme. Focus will be given to people displaced by conflict, refugees, and vulnerable migrants, and potential geographical areas of work will be Khartoum state, South Kordofan and Blue Nile on a first phase, with the idea to expand to other States.

As a priority, NRC is therefore looking for an Admin & Liaison Officer to support of establishing a robust administrative function to support NRC's programme activities in Sudan.

Duties and responsibilities

Documentation:

  • Liaising with relevant authorities in consultation with HR Manager / Coordinator to processes 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,
  • Welcome packs, Induction packs for visitors/new staff
  • Arrangement of ID cards and business cards
  • Managing of translation services of official documents on request

Office & accommodation:

  • Management of offices and residences including supervision of staff assigned (cleaners): cleaning, maintenance, opening & closing office, payment of electricity/water bills, ensuring functioning and securing office equipment’s
  • 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,
  • Checks health and safety standards of offices & guest houses (according to MOSS and MORSS) in relation with the Health & Safety Security Officer
  • 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

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

Others:

  • Management of prepaid credit for mobile phones, telephone bills as per the mobile policy of NRC Sudan
  • Organising meetings and venues for general events (welcoming, staff leaving, honouring programme, staff meeting, etc.) or creative services (Team Building, Motivational, etc.)

Qualifications

  • Experience from working as Admin Officer for a minimum of 2 years
  • Experience from working in a humanitarian/recovery context preferable
  • Documented results related to the position’s responsibilities
  • Fluent both English and Arabic, written and spoken

Context/ Specific skills, knowledge and experience:

  • Bachelor’s Degree in Business Administration or related field with minimum 2 years of experience
  • Intermediate computer skills in Microsoft Office (MS Excel, Word, and Outlook)
  • Strong communication and interpersonal skills
  • Service minded, with strong organisational and planning skills
  • Good cultural awareness and sensitivity
  • Highly approachable, trustworthy and confidential
  • Good diplomacy and negotiating skills
  • Attention to details, problem solving skill, excellent time management skills

Personal qualities

  • Planning and delivering results
  • Empowering and building trust
  • Communicating with impact and respect
  • Managing resources and achieving results

Source:https://23109900.webcruiter.no/Main/Recruit/Public/4270509212?culture_id=en&link_source_id=0


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