Give support to external administrative work and to the coordination team in obtaining working/travel permits, as well as all official contacts, procedures and importation of goods, according to local and international laws and MSF procedures, in order to ensure the smooth running of MSF activities

• Together with the Deputy PC, ensure that all MSF staff has applied and obtained on time any travel or working permits in the mission country according to needs, and keep information on legal, administrative procedures 
• Know all the procedures that MSF needs to follow in order to import goods into the state and assist the mission in following these procedures, in cooperation with the logistics department of the project.
• Follow up clearances of MSF cargos and informs about any possible planned or extraordinary needs.
• Establish and maintain professional contacts with relevant authorities, depending on the context and the needs of the project.
• Arrange and attend meetings with state authorities, including the Khartoum State Ministry of Health (SMoH) and Humanitarian Aid Commission (HAC) and other relevant authorities.
• Keep a complete and updated detailed list of all useful contacts in the project with names, telephone numbers, addresses and other relevant details.
• Ensure, together with the Deputy PC, that all MSF activities are running lawfully and in agreement with the Memorandum of Understanding in all administrative or customs related issues and inform about any possible risks or problems.
• Ensure that no illegal money is paid to any authorities or any individual, promoting and sharing MSF principles and values at all levels.

           Keep all documentation and files updated, properly filed and easily accessible for the internal users

MSF Section/Context Specific Accountabilities

Specific roles and responsibilities: 

• Daily follow-up with Khartoum-state HAC, MI and GIS regarding Travel Permits for both staff and cargo and any other outstanding issues. 
• Develop and maintain a good understanding of all laws and procedures of HAC. 
• Translation of official letters and documents as required. 
• Delivery and reception of official correspondance with HAC, Khartoum state Ministry of Health (SMoH) and other relevant authorities. 
• Ensure that a monthly activity report of MSF activities is prepared and delivered to SMoH and HAC. 
• Attend any meetings with state authorities as requested in order to represent MSF. 
• Ensuring that the online travel permits tracker for staff and cargo is updated on a regular basis. 
• Update the project contacts list with all relevant actors whether governmental or other humanitarian actors. 
• Any other tasks assigned by the supervisor