Background/IRC Summary

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.

Job Overview/Summary:

Supporting both program and operational functions, to ensure smooth relationship with HAC, Immigration, Ministry of Labour and Ministry of Foreign Affairs including the transparent and timely processing of documents and papers as a major part of the administrative support of IRC. He/she will Also be responsible for the coordination management /controlling of domestic and international travel arrangements for international and local staff.  The position will initially report directly to the Human Resources & Administration Manager.

Major Responsibilities:

Government Liaison

• Develop a sound knowledge of IRCs global presence as well as activities and strategy in Sudan in order to accurately represent the organization in liaisons with the Government of Sudan.
• Manages the regular updating of the international staff list in terms of visas (their validity and ensures timely renewal.
• Act as the liaison -based focal point for inquiries from various Government ministries and offices.
• Build working relationships and maintain regular communication and provide updates to relevant government offices on the work of IRC, and on status of pending permissions
• In close collaboration with, and at the direction of, IRC senior management, legal counsel and government liaison and admin manager follow up on IRCs pending application for registration.
• In close collaboration with government liaison and admin senior develop, submit and follow-up IRC applications for specific programs.

Administration

• Manages the requests for internationals staff to obtain foreign visas for travel (based on the international Embassies present in Khartoum)
• Manages the processing of Work Permits and Stay Visas, Entry/Exit Visas for international staff and manages the regular communication of updates to the relevant staff, especially focusing on staff in remote locations such as Gadaref - Eastern State & Blue Nile
• Coordinates flight booking (international and domestic) for international staff, and at special request for national staff attending work commitments outside of Sudan.
• Responsible for the petty cash running and Air booking cost settlement and reconciliation regularly to finance in the unit 
• Follow up the process of Technical Agreement, IRC registration and endorsement with HAC commissioner on state and federal level and retrieve to the fields, and keep copies in the unit
• Coordinates the arrival/departure of World Vision staff at the airport and arrange for their accommodations with admin staff.
• Manages the processing of domestic travel permits for international staff
• Keep records in filing and following visa applications, renewals and work permits for international staff and visitors.
• Assist program and support staff with translation of supporting documents.
• Assist with basic logistics concerning IRC staff, visitors, and supplies, including sharing welcoming briefing upon visitor’s arrival, and confirming hotel and transportation arrangements.

Other

• Networks with different INGO’s, governmental and private institutions to gain information and receive advice and updates on the current visa and permit process within Sudan.
• Liaise and Coordinate meetings for WVI and other stakeholders, and establish liaison with Embassies, minster is and GoS institutions offices.
• Weekly update and unit report regular to Head of HR/Admin department, and update about news/changes on HAC/JPC policies.
• Other tasks as assigned by supervisor.

Qualifications:

• A Bachelor’s degree in political science, policy, business administration or related field.
• Minimum of five years of professional experience.
• Must have NGO/INGO experience and demonstrable skills in completing and following up IRC applications for humanitarian and development programs in Sudan.
• Must be able to function comfortably in a complex work environment, working on and prioritizing multiple tasks.
• Excellent computer skills especially Excel and Word.
• Must be able to work independently and possess good time management skills.
• Excellent written and oral communication in English and Arabic.
• Willingness to be a team player and work with a variety of people in a multicultural environment.
• Strong interpersonal skills and ability to act professionally and diplomatically on behalf of the IRC, including representation in high level meetings.

Deadline : April 25th,2021