Job Administration & Liaison Officer – Norwegian Refugee Council
The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee.
We work in crises across more than 30 countries, providing emergencies and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights.
NORCAP is a global provider of expertise that contributes to solving challenges in the humanitarian, development and peacebuilding sectors. Our ultimate goal is to strengthen the resilience, and protect the lives, rights and livelihoods of vulnerable people and communities
NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country.
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
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
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
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.)
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
Planning and delivering results
Empowering and building trust
Communicating with impact and respect
Managing resources and achieving results
We can offer
Duty Station: Khartoum, Sudan
Travel: At least 20% travel
Contract Period: 12 months, with possible extension
Salary/Benefits: NRC offers a competitive compensation and benefits package
NRC may be required to verify the identity of its partners and employees to check they have not been involved in illegal activities. NRC reserves the right to use electronic screening tools for this purpose.
Females are highly encouraged to apply