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Duties and responsibilities:
ESSENTIAL JOB FUNCTIONS: Government Liaison - Liaising with relevant authorities in consultation with Admin & Liaisons officer 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 Liaison and Administration officer will be the interface between RI and authorities regarding RI 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,
- Maintain contacts to and represent Relief International towards local authorities in Khartoum and other parts of Sudan.
- Responsible for arranging all customs clearance, tax waivers, and freight handling for the importation and timely clearance of all Rl humanitarian goods, including vehicles, telecoms equipment, food, NFIs, computers, etc.
- Must develop and maintain a cordial, friendly, speedy, and functional relationship with key Government of Sudan officials, especially in the Ministry of Humanitarian Affairs, Humanitarian Aid Commission, the Ministry of Internal Affairs, Ministry of Foreign Affairs, and customs.
- Responsible for signing all approval pertaining to technical agreements and all other mandatory approval required from GOS for Rl operations in Sudan.
Administration - 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 & guesthouses in relation with the 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
- Maintain all files related to administration. Order, distribute, and keep accountability of all office supplies including, but not limited to, computer disks, calculators, pens, paper, etc.
- Management of staff movement using boards accessible by all, ensuring that information is accurate and regularly updated, changes timely communicated to the affected staff.
- Preparation of welcoming packs with essential information for visitors and information of next travel schedules in both town, airports, meetings etc.
Fleet Management - Organize transportation of the required program and support items to and from the Khartoum office.
- Ensure that all transported goods have the appropriate documentation, e.g., waybills, receipts, etc., and that all inventories and stock lists are updated at the receiving and sending end as necessary.
- Manage all Khartoum vehicles and drivers and assist the maintenance of Vehicles.
- Ensure the vehicle travel and fuel use logs of all Khartoum vehicles are kept up to date； and arrange appropriate vehicle inspections and repairs for all vehicles, in conjunction with the DCD – Operations.
- Ensure the safety, full equipping, and roadworthiness of all Rl-Khartoum vehicles, together with drivers.
- Preparation of welcoming packs with essential information for visitors and information of next travel schedules in both town, airports, meetings etc.
Travel - Responsible for the organization of international travel arrangements.
- Organizing flight Bookings Staff documentation, acquisition of approvals i.e., visas, permits etc.
- Overall responsibility to ensure RI 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.
Communications - Ensuring available communication are in good working condition all the time, bills are paid for, maintenance and setup is timely done, reporting of faults, management of costs.
- Any other task as specified by the Supervisor.
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