Chargé(e) d’Administration - Soudan

Job Posting Organization:
The Norwegian Refugee Council (NRC) is a global humanitarian organization that assists people who have been forced to flee their homes due to conflict, persecution, or natural disasters. Established to provide aid and support in some of the world's most challenging environments, NRC operates in multiple countries, focusing on delivering high-quality assistance and advocating for the rights of refugees and internally displaced persons. The organization is known for its commitment to diversity, equity, and inclusion, fostering a supportive culture that encourages professional growth and innovation among its employees. NRC emphasizes safeguarding and expects all employees to contribute to a safe environment, treating everyone with respect and dignity.

Job Overview:
The position of Chargé(e) d’Administration involves a variety of administrative and logistical responsibilities aimed at supporting the NRC team in Sudan, particularly in the area of Adre. The role requires the individual to ensure the efficient management of administrative tasks, including maintaining updated contact lists and databases, centralizing requests for badges and business cards, and assisting with visa and invitation letter procedures. The successful candidate will also be responsible for preparing welcome packs for visitors, managing transportation logistics, and ensuring compliance with established procedures. This position is crucial for facilitating communication between N'Djamena, Sudan, and the field, as well as organizing seminars, meetings, and workshops as needed. The role is designed for someone who can handle multiple tasks efficiently and contribute to the overall effectiveness of the NRC's operations in the region.

Duties and Responsibilities:
The duties and responsibilities of the Chargé(e) d’Administration include: updating contact lists and administrative/logistics databases for the Sudan team; centralizing requests for badges and business cards; assisting the Admin Coordinator with visa and invitation letter procedures; preparing welcome packs for visitors; responding to administrative/logistics inquiries and managing related files; overseeing transportation and movement of personnel and goods in compliance with established procedures; participating in the organization of public procurement for supplies and transport; preparing payment documents for logistics/admin and ensuring submission to finance; liaising with public services in Adre; managing equipment for the Sudan team; ensuring effective communication between N'Djamena, Sudan, and the field; making flight reservations for team movements; booking hotels for team visits; organizing seminars and meetings; managing office and cleaning staff; overseeing fleet management; managing guest houses as needed; establishing service contracts and updating databases; ensuring proper physical and electronic archiving of documents; acting as the focal point for admin/logistics in Adre; managing phones for visitors and staff; and drafting service contracts for the Sudan team.

Required Qualifications:
The required qualifications for this position include proven professional experience in administrative and logistics management within a similar role, particularly in a humanitarian context. A higher education degree in Administration, Logistics, Human Resources, or a related field is essential. Previous experience in complex and unstable contexts or with international NGOs is considered an asset. The candidate should have a track record of achieving results in their responsibilities and possess strong professional skills, including proficiency in French, English, and local Arabic, both written and spoken. Additionally, the candidate should have a good knowledge of Microsoft Word, Excel, PowerPoint, Skype, and internet usage, along with strong writing skills and the ability to communicate effectively in front of diverse audiences.

Educational Background:
Candidates must possess a higher education degree in Administration, Logistics, Human Resources, or a related field. This educational background is crucial for understanding the complexities of administrative and logistical operations within a humanitarian organization, ensuring that the individual is well-equipped to handle the responsibilities of the role effectively.

Experience:
The position requires proven professional experience in administrative and logistics management, ideally in a humanitarian context. Candidates should have a demonstrated ability to work in complex and unstable environments, with prior experience in international NGOs being a significant advantage. The role demands a strong understanding of administrative processes and logistics, as well as the ability to manage multiple tasks efficiently.

Languages:
Proficiency in French, English, and local Arabic is mandatory for this position. The ability to communicate effectively in these languages, both orally and in writing, is essential for interacting with team members, stakeholders, and local authorities. Knowledge of additional languages may be considered an asset but is not required.

Additional Notes:
The contract duration for this position is 6 months, with the possibility of renewal based on performance and organizational needs. The role is classified at Grade 5, and the successful candidate will report to the Administration Coordinator in Sudan. The position may require occasional travel (approximately 10%) to field locations. NRC is committed to providing a supportive work environment and encourages applications from diverse backgrounds.