NRC recrute un administrateur/ Responsable de liaison, Khartoum, Soudan
Job Description :
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.