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Administration Officer
LM International
LM International Sudan formerly known as International Aid Services (IAS) is a non-political and non-profit international relief and development organization founded in 1989 with the purpose of assisting people in need. LM International core sectors are Water Sanitation and Health (WASH), Civil Society Development (CSD), Food Security and Livelihood FSL and Inclusive Education (IE). LM International Used to be known as IAS Sudan; Since 1 January 2019 IAS has merged with Läkarmissionen. The Head Office for the organization is Läkarmissionen. Then to be known as LM International For more information about LM International and Läkarmissionen, kindly see https://www.lminternational.org/ and www.lakarmissionen.se.

 Liaises with: Internally - All staff, externally – visitors, hotels, courier services, HAC Officers & Suppliers.
 salary range: 626 - 833 USD
 Section/Unit: HR and Administration
 Grade Level: F
 Supervisor: Project Coordinator
 No. of Post: 1
 Duty Station: Tokar - Red Sea
 Duration: Six Months
 Closing Date: 02 Nov 2024

 
 Background:

The Administration Officer will support in the day-to-day management of HR, Procurement and Logistics and administration processes and implement the security management procedures thus enabling successful running of LM International Office operations.



 
 Duties and responsibilities:

Administration – office and team house:

  • Managing leases – negotiating on renewal, renewal in advance of expiry, submitting rent payments.
  • Managing the set-up and exiting of new properties.
  • Management of office complex.
  • Management of team house for LM International staff. 
  • Process payment for lease agreements
  • Maintain a contract tracker for all leases for office, team house and warehouse. 
  • Ensuring that supplies are always available in team house
  • Management of office supplies e.g. water, tea, coffee, stationery, cleaning materials and submit monthly reports 
  • Ensuring that the office is kept clean and tidy.
  • Scheduling repairs and maintenance by property, with engagement with landlords when necessary
  • Meeting landlords to resolve recurring problems 
  • Maintaining the key safe
  • Assist in Budget preparation and expense management for project activities
  • Maintaining soft and hard copy records for Administration
  • Act as a point of contact for information and responding to enquiries by telephone, email, text, and in person by local residents
  • Ensuring that hotel accommodation is booked, and airport pick-up and drop-off scheduled
  • Management of security guards schedule 
  • Ensuring the office has a fully stocked and in-date first aid kit
  • Track usage of items from the first aid kit
  • Keeping fire procedures up to date
  • Ensuring that fire extinguishers are serviced and refilled on a rotational basis
  • Holding regular fire drills
  • Line manage the Drivers and the cleaners
  • Carrying out PDRs for staff

Procurement and Logistics:

  • Ensure that all procurement related activities are well documented, are complying to all procurement frameworks 
  • Prepare tender documents for purposes of soliciting bids/tenders from contractors for the said project
  • Being responsible for preparing RFQs, etc. for review and approval before sharing with potential vendors. 
  • Ensuring that the evaluation and selection criteria of vendors/supplier is appropriately executed and documented as outlined in the Procurement policies and procedures.
  • Goods purchase Requests: Responsible to receive, review, and accept or feedback with comments/ receipt acknowledgement to the requesters; responsible to forward the reviewed and accepted PR for inclusion in the tracking sheet. Produce the monthly procurement tracker 
  • Payments to supplier/contractors: Responsible to prepare request for payment and follow up with finance until payment is made.
  • Follow up with the Procurement Committee: in case of simplified or selective quotation, follow up with the committee, to get their recommendation (CBA) approved, and process approval of the PO …etc.
  • Ensuring that the right and appropriate contract is prepared, reviewed and duly approved upon selection of a vendor/supplier
  • Ensure all vehicles are always mechanically sound and in good condition according to drivers standing instructions. 
  • Consolidate staff movement plans after following with staff to submit their weekly movement plans. 
  • Allocate vehicles by ensuring they are assigned as per program needs and that the vehicles are fuelled on specified days and fuel litters recorded in the logbook. 
  • Prepare and follow up arrangements for transport of goods and material from and to the field office.
  •  Prepare procurement, warehouse & fleet monthly reports. 
  • Stores Management: Responsible of Stores/warehouses management (all stores in Red Sea), including maintaining proper store records, proper stacking, proper ventilation, proper safety and security measures, etc.
  • Good Receipt Note (GRN): Responsible of the process of Good & supplies receipts and issuance of GRN.
  • Perform and supervise the Periodical Physical Asset inventory and Maintain and update inventory assets register (including tagging and receiving assets disposal forms).

 

HR Support:

  • Prepare monthly Payroll updates sheet ensuring staff changes (new hires, terminations etc.) are accurately reflected on HR Monthly report.
  • Provide counselling on policies and procedures
  • Provide support for recruitment of national staff. This includes posting the advertisement, providing long-listing and short-listing of the applicants, coordinate interviews schedule.
  • Ensure that all the requirements for recruiting a staff, including satisfactory reference check is met prior to the offer being given to the candidate.
  • Create and implement effective onboarding plans
  • Assist in performance management processes
  • Support the management of disciplinary and grievance issues
  • Maintain employee records (attendance, etc.) according to policy and legal requirements
  • Ensure staff timesheets and attendance are accurate and submitted to Khartoum office on monthly basis for payroll processing
  • Update the internal reporting of HR to be verified by Khartoum office and disseminate all LM International rules and regulations to the staff.
  • Manage the Medical allowance refund process.
  • Ensure that staff contact list is updated on a weekly basis
  • Ensure high confidentiality is maintained in the work performed. 

 

Others:

  • Perform any other related duties assigned by Line Manager.

 
 Minimum Qualification, Skills and Experience Required:

Essential

  • Bachelor degree Business Administration or another related field; 
  • 2-3 years working experience with an lNGO in same position;
  • Fluency in "English and Arabic”
  • Proficient in computer applications such as Word and Excel;

Desirable

  • Strong interpersonal skills and team player with the ability to build relationships with communities, staff and partners at all levels.
  • Able to work under pressure and with diverse cultures.
  • Good Knowledge in Labour Law.
  • Excellent Negotiation skills

 

Competencies:

Essential

  • Managing yourself
  • Leadership
  • Communicating and working with others
  • Delivering Results

Desirable:

  • Creativity and Innovation

Influence, Advocacy and Networking.


  • Qualified female candidates and people with disabilities are encouraged to apply.
  • LM International  will be undertaking child safeguarding checks for selected candidate.
  • All applications should be submitted in hard copy through Port Sudan Labor Office or Sudan Job website.
  • Please provide the following when applying for this post:  Cover letter explaining your motivation for seeking this position and your experience from similar organizations; Curriculum Vitae (CV) that contains details of your qualifications, experience, present position, contact details and names of two references (preferably line Supervisor), ID (preferably passport), National Number, Birth Certificate, Experience Certificates, Educational Certificates and Training Certificates.
  • Closing date:  02nd of Nov 2023.
  • LM International Sudan does not refund any expenses in connection with interviews.
  • Only shortlisted candidates will be contacted.

 

 









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