THE ORGANIZATION:

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion, and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters, and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national, and global levels using our reach, experience, and knowledge.

We have been building powerful partnerships for children for over 85 years, and are now active in more than 80 countries.

Purpose Of The Position: 

The temporary Admin & Liaison Officer role is to ensure that appropriate procedures, processes and control mechanisms are in place for the smooth running of the programs and that all administrative, procurement and logistics supports are provided without delay and as per the corporate policies and procedures of Plan Operational Manual (OM) and the Procurement SOP. The Administration & Liaison Officer is also responsible for maintaining day to day running of the office. The main job of this position is to liaise with HAC for all issues related to the implementation of the development and humanitarian interventions related to Plan International Sudan work in the country such as expats work permits, procedures, follow-up the approval of the project technical agreements, renewal of registration certificate, as well as alert the organization with the new policies or procedures provided by HAC to ensure that appropriate procedures, process and control mechanisms are in place for the smooth running of the programs/ projects.

On the other hand, the job holder should ensure that all administrative supports are provided without delay and as per the corporate policies and procedures of the Plan Operational Manual (OM). The nature of your job requires flexible hours of working, and it is expected that you organize your work to make sure that your tasks are achieved during the working hours.

DIMENSIONS OF THE ROLE

Follow-up submission and approval of Technical Agreements with HAC and line ministries.

· Ensure Plan International is complying with the Directory of procedures related to immigration, international staff and national staff procedures

· Develop and maintain a good working relationship with relevant CO partners and government institutions.

· Prepare visa, work permit, travel permit, customs, and any other formal correspondence letters to authorities.

· Represent Plan in the liaison meetings called by HAC and share meeting minutes.

· Develop a tracker to track all visa, work permit and technical agreement applications from submission until approval.

· Develop a filing system of both electronic and hard-to-file all approved letters of visa, work permit, travel notifications, and technical agreements in the correct order.

· Process all UNHAS bookings of Plan International and attend to all queries from UNHAS.

· Prepare and liquidate all cash advances for flight bookings upon receipt of the booking statement from WFP finance.

· Maintaining a good working relationship with relevant CO partners and government institutions.

· Ensures proper office set-up and work environment such as monitoring cleaning services.

· Monitor and follow up on office maintenance and repair issues e.g., electricity, plumbing etc.

· Manage and follow up issues of internet, calls, with service providers and timely preparation of internet and call invoices with finance.

· Direct and supervise office janitors.

· Any other task as directed by the supervisor.

ACCOUNTABILITIES

Key End Results of Position:

· Ensure Entry/ exit visas are issued for national staff travelling aboard for Plan business.

· Ensure that Entry visas had been forwarded to relevant Embassy by concerned Ministries.

· Ensures proper office set up and work environment

· Maintain filing system and archiving of all documents related to his job.

· Follow up on the Plan Sudan annual registration renewal before at least 3 months every year.

· Follow up on Importation List & extension of Customs Agreements every year with HAC and other relevant government ministries.

· Follow up on Plan Sudan Exemptions with HAC and other relevant government ministries.

· Follow up on Visas (Entry/Work Permit/ aids exemption/Stay permits/Exit Re-entry/Travel Permits).

· Submission of the last year implemented projects and the proposals and plan for next year.

· Maintain filing system and archiving of all documents related to his job.

Dealing with Problems:

The nature of this job required flexible hours of working, and it is expected from you to organize your work to make sure that your tasks are achieved during the working hours.

· As you will be working on immigration process you will need high competency in managing stress and achieving your objectives.

· The nature of your job required flexible hours of working, and it is expected from you to organize your work to make sure that your tasks are achieved during the working hours.

Communications and Working Relationships:

· Communicate with the line manager and other departments to ensure approval and good quality and progress of work. (Internally)

· Communicate with relevant PAs partners and government institutions.

· Communicate with organization guests.

· Communicate with other organizations which work in the same field.

Technical Expertise

· Knowledge in the developmental field.

· Mutual knowledge with other organizations which work in the same field.

· Knowledge of project management.

· Knowledge of operation of standard office equipment.

· Knowledge of clerical and administrative procedures and systems such as filing and record keeping.

· Knowledge of principles and practices of basic office management.

Skills

· Analytical and problem-solving Skills

· Time management skills

· Flexibility and ability to work hard.

· Ability in Multicultural work environment.

· Team spirit.

· Building relations and race Plan Sudan profile/ Image.

· Diplomacy and understating of work environment.

· Computer skills and knowledge of relevant software.

Behaviours

· Cooperative

· Honest

· Problem-solving oriented.

· Flexible.

· Supportive towards team members.

· Positive.

· Demonstrate sound work ethics.

· Initiative

· Confidentiality

· Guided by Plan and CCCDA principles.

· Guided by Child Protection and Gender policies.

Plan International’s Values In Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organization for all children, girls & young people

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximize long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners, and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• We empower our staff to give their best and develop their potential 
• We respect all people, appreciate differences and challenge equality in our programs and our workplace 
• We support children, girls and young people to increase their confidence and to change their own lives 

Physical Environment

The Administration Officer/ Liaison will have to spend long hours sitting and using office equipment and computers, which can cause muscle strain.

· The Administration Officer may have to manage a number of tasks at one time, and may be interrupted frequently to meet the needs and requests of residents, clients and contractors.

· The Administration Officer may find the environment to be busy, noisy and will need excellent organizational and time and stress management skills to complete the required tasks.

· The Administration Officer Liaison will have to manage a number of requests and situations at one time.

· Stress may be caused by the need to complete tasks within tight deadlines.

Level Of Contact With Children

• LOW:  Minismum interaction 

Equality, diversity and inclusion are at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this scheme, we will request information from applicants' previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.