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