Administration Coordinator South Sudan

Position:                                          Administrative Coordinator  

Reports to:                                     Head of support Services

Supervision of:                               Admin Assistant

Duty station:                                  Juba (Supporting Country Office)             

 

All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

 

1. Role and responsibilities

The purpose of the Administration Team is to motivate, communicate, and unite all staff working in administrative functions of NRC South Sudan. The team leader oversees the day-to-day management of NRC rented office and accommodation and will ensure NRC is complying with all the government of South Sudan requirement in terms of registration, work permit for internation staff and application for necessary exemptions. 

 

Specific responsibilities 

 

• Ensure smooth on boarding of international staff and tracking of the international leave and time sheets.
• Ensure that repairs and necessary maintenance is done to keep the premises in a smooth working condition.
• Ensure that all the Office and Guest utilities are paid before the due date.
• Responsible for renewal of lease for the NRC Rented premises and payment of rent.
• Responsible to Liaise with Government intuitions such as RRC, Immigration, Customs Relevant Ministries and Other Agencies which are stake holders to NRC’s Operations.
• Ensure that all NRC Juba country office and Guest house Infrastructures/Equipment’s are well maintained and regularly monitored.
• Ensure that Monthly Reports such as Work permit/Visa Tracking’s, are developed.
• Ensure that Timely Travels Bookings are done both International and local and the Monthly cost compiled and submitted to finance promptly.
• Perform any other duties as may be delegated from time to time by the Line Manager, or Country Director
• Works closely with the HoS , Logistic Manager and Security Manager to ensure the Office staff guest house  in an a secure and safe working environment.

 

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: 

• Support and Program team
• HR Country level and all field offices)
• All Employees of NRC South Sudan

 

Scale and scope of position

Staff:	Numbers and titles of staff directly managed by the postholder, and numbers of staff and daily workers/incentive staff responsible for overall in the unit
Stakeholders:	Key external stakeholders the INGOs, local NGOs, civil society, governmental bodies)
Budgets:	N/A
Information:	Brief description of the information from the NRC E-learning
Legal or compliance:	Brief description of any legal compliance responsibility per NRC learning programme

 

1. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

 

1. Professional competencies 

• Degree in Business Administration, master’s degree will be added advantage.
• Strong interpersonal skills
• Result orientated approach.
• Minimum of two years’ experience from working as a Support Function Officer in a humanitarian/recovery context.
• Previous experience from working in complex and volatile contexts.
• Documented results related to the position’s responsibilities.
• Excellent communication skill in English (both verbal ad written)

Context/ Specific skills, knowledge, and experience: 

• Degree in Business Administration
• Strong interpersonal skills
• Result orientated approach.

Behavioural competencies 

• Handling insecure environment
• Planning and delivering results.
• Empowering and building trust
• Communicating with impact and respect