Job Purpose:-

Liaison and Admin Officer is responsible for all day-to-day liaison with HAC and relevant Government Ministries/Authorities on Concern Worldwide’s behalf. S/he is expected to ensure cordial relations with local authorities on behalf of Concern Worldwide as well as ensuring Concern’s compliance with all requirements (administrative and Coordination) of Federal and State Authorities

Admin and Liaison Officer Works to provide efficient and effective office administration for CWW PS premises; and assist Admin department with office day-to-day running tasks.

International Staff process:-

• Responsible for applying, submitting & tracking (for renewal purposes) visa applications, work

Permits, residency permits, exit re -entry visas, in-country travel permits and other related official documentation for all Concern Worldwide international staff and visitors.

• Inform Concern SMT on any new legislation affecting/restricting NGO and foreign nationals working in Sudan such as VAT or income tax exemption.

• Track International Staff Leave and R&R schedule n terms of visa’s and travel permit.

• Maintaining both electronic and hard copies filling systems for international staff documentation & correspondences.

Repair and maintenance:- 

• Organize and implement the necessary construction works and establish contracts as necessary with support from Logistics section.
• Cary out routine check for Concern premises in Port Sudan to ensure all electrical, plumping Air-Conditioners fitting & equipment’s are working properly & Scheduling preventive/corrective repairs and maintenance as needed
• Ensure that small repairs (electricity, plumbing, air conditioning, carpentry, paint , etc.) are carried out on time and efficiently in residences and offices; supervise the people (day labors, contractors, electricians, plumbers, technician’s, etc.) assigned to this work and monitor their services, including contracts if there are any, and prepare payment files for services relating to various repairs in offices and residences.
• Set up a reserve stock of materials and tools necessary for basic infrastructure maintenance (locks, valves, bulbs, small hand tools) and ensure follow-up.
• Organize and implement the necessary construction works and establish contracts as necessary with support from Logistics section.
• With support from Admin Co. ensure that Concern Worldwide residences, offices and warehouses meets security, health and safety standards of concern; have proper firefighting system, equipped with valid fire extinguishers, fire blanket, smoke detectors….etc.
• Manage activities like parking space allocation, waste disposal, office visibility, etc.

Government Relations:-

• Act as the focal point for all government and representational correspondence – in coordination with the Admin Co. and/or Systems Director. And develop/maintain good working relationships with Humanitarian Aid Commission (HAC) and rest of government authorities.

• Ensure compliance of Concern Worldwide with all general requirements of the Federal and State authorities including submission of requested reports and responding to ad hoc requests and follow up with any pending authorizations/permissions to conduct programme activities.

• Ensure all correspondence to the government is in line with Concern World wide’s policies.

• Ensure the Senior Management Team, ACs and AMs are kept updated on the structures of government at both Federal and State levels.

• Facilitate and follow up on all meetings with relevant government stakeholders as and when required.

• Update liaison-mapping trackers and share them weekly with the Admin and Security

Coordinator.

Recruitment:-

• Liaise with HR department, HAC and Labour Office on:-

• Arranging posting advertisements at the Labour Office as per HAC Regulations.

• Set up dates for both Written and Oral interviews upon receiving details of candidates from the HR Department.

• Arrange and coordinate any payments related to recruitment fees to relevant authorities.

• In coordination with HR Department, address any matters/correspondences relating to the Ministry of Labour.

Program Support:-

• Responsible for guiding and facilitating the progress of technical or sub agreements through the government approval procedures.

• Streamline the process, timeframes and coordination in the programmatic compilation and feedback required for the Technical-Agreement approval process.

• In consultation with administrator facilitate the timely processing and signature of Concern Worldwide’s Principle Agreement, Technical -Agreements, MOUs, annual registration and any other relevant agreements between Concern Worldwide and the government.

• Actively follow-up all outstanding application filed with HAC or other government bodies.

Flight Travel Management:-

• Focal point for domestic/international flight booking either through WFP/UNHAS flight or commercial flight in accordance with Concern travel policy.

• Manage Concern account in WFP domestic flight (arrange advance payment, share WFP flight

schedule and notification with all Concern staff, filing travel request, prepare monthly report to

finance… etc)

• Arrange international flights when necessary as Concern policy and procedures in such cases.

Administrative Duties:-

• Day-to-day admin procedures including managing float, invoices and payments paperwork.

• Manage office supplies/consumables mini store, ensure the safe storage, and place quarterly supply request as needed as well as reporting on utilization.

• Ensure office stationery/supplies are available all the time and arrange items release requests when needed.

• Ensure office consumables are used in an efficient manner.

• Ensure that office photocopiers, scanners and printers are loaded with papers ready for use.

• Timely submission of the payment for utilities: Electricity, Gas cooker, drinking water, sewage, garbage collection, etc. and maintain record/ tracker and payment files according.

• Track utility utilization by property to identify any anomalies.

• Ensuring proper procedure for the garbage collection is kept tidily until collected.

• Ensuring that supplies e.g. water, Cooking gas, cleaning materials are always available in the office and team house.

• Ensuring that the office and team house is kept clean and tidy, and all domestic assistant’s staff have clear objectives and rotine tasks list (daily, weekly, monthly).

• Maintaining key record and ensure keys are issued to new staff/visitors and collected back.

• Any other duties delegated by the Admin and Security Coordinator or his/her delegate

Additional Duties

• Perform other government ministerial tasks and responsibilities assigned by the Admin and

Security Coordinator.

• Conducts himself/herself both professionally and personally in such a manner as to bring credit

to Concern Worldwide and to not jeopardize its humanitarian mission;

Minimum Qualifications, skills and experience required:

• University degree in business administration or any other relevant field.
• At least 1 year experience in same field, experience in an international NGO is added advantage.
• Experience in dealing with peurecratic process.
• Excellent interpersonal and communication skills, facilitation and problem solving skills.
• Good working knowledge of Microsoft office package (Ms Word, Excel, Power point, email) and proficient user of office equipment (photocopier, scanner etc.)

 Ability to effectively communicate in English.

Competencies:

Essential

• Managing yourself
• Leadership
• Communicating and working with others
• Delivering Results
• Planning and Decision Making
• Desirable:
• Creativity and Innovation
• Influence, Advocacy and Networking

Change Management

Concern Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.

Emergency Response:

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Sudan Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Concern Code of Conduct and its Associated Policies.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s

Core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies

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