International Medical Corps Administration Officer Job

Project Location: Country Office.

Hierarchical Supervisor: HR Specialist.

Supervises: N/A

Opening Date: March 5, 2024

Closing Date: March 19, 2024

About International Medical Corps

International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs.

Established in 1984 by volunteer doctors and nurses, the International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at the highest risk, and with the flexibility to respond rapidly to emergencies, International Medical Corps rehabilitates devastated healthcare systems and helps bring them back to self-reliance.

Job Purpose

The purpose of this position will be to provide day-to-day general and administrative support to our IMC Sudan team who are responding to the Sudan crisis.

The Administration Officer is expected to demonstrate commitment and loyalty and perform all duties in accordance with IMC Policies and procedures, keeping in mind IMC Values.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.

Main Tasks And Responsibilities

1. Administration.

• Focal person for all IMC Sudan mission staff, guests, suppliers and clients.
• Monitor and oversee the general cleanliness of the Office including fumigation.
• Payments of office utilities e.g. water bills, electricity bills, internet bills.
• Support the processing of all visas for national and international staff traveling abroad and into the
• country on business trips.
• Facilitates the travel arrangement for IMC Sudan international staff, visitors and HQ staff.
• Act as the UNHAS focal point for processing flight booking, monitoring IMC financial credited balance and ensure proper management of all related UNHAS administrative issues.
• Manage all international staff / visitors’ accommodation while working / transiting in Sudan.
• Manage all accommodation and travel payments and ensure proper processing on timely manner.
• Taking and distributing minutes on all staff Meetings.
• Receiving IMC guests and attending to them. Providing IMC travelers with directions and
• destination information.
• Responsible for office stationery- Ensuring proper records are kept for stationery keeping an account
• of records levels.
• Assist staff and guests with administration and security related protocols.
• Assisting with the printing, scanning and filing of documents as and when required.
• Providing support in organizing seminars, workshops and other office events.
• Assist in the implementation of OSHA action plans and ensure compliance with OSHA.
• Ensure timely renewal of office licenses and compliance documents as per the country laws i.e
• business permits etc.
• Administer proper filling system to retain all visas, travel permits and residency records and prepare
• and submit monthly status report.
• Prepare timely reports as and when required.
• Manage correspondence including letters and packages.

2. Logistics.

• Manage and coordinate all travel arrangements for guests who are visiting IMC office. Pick up and
• from off from the airport to the hotel, manage their travels during their stay in the country.
• Coordinating accommodation of staff hotels reservations and booking for staff in transit and staff
• visiting Sudan.
• Coordinate in repairing of minor office defectives such as washrooms.
• Procurement of office stationery and kitchen supplies.
• Assist in printing of Staff Badges for IMC International Staff.

3. Finance.

• In coordination with the finance department facilitate cash withdrawals from the bank.
• Facilitate cash disbursements whenever required.
• Receive cheque delivered to the office from the bank.
• Facilitate cheque payment on a timely manner for statutory deductions, telephone and internet bills payments.

Person Specifications- Minimum Requirements

• Diploma in Business Administration or related Fields.
• At least 5-year work experience in an INGO.
• Experience in handling service providers.
• Good organizational skills and multitasking ability.
• Proactive, punctual and reliable.
• Computer literacy with demonstrated experience in utilization of database and Microsoft office.
• Fluent in both written and oral communication in English.
• Emotional maturity and agility in working in a fast-paced environment.
• Experience with visa handling process preferable.
• Capacity to work independently and as a member of a team.
• Ability to read, write, analyze and interpret, technical and non-technical in the English language.
• Ability to effectively present information and respond appropriately to questions.

IMC is a humanitarian organization involved in emergency programs. All IMC staff are to be flexible and willing to assist in IMC operations as and when required.

How To Apply:

IMC Somalia- is inviting qualified candidates who meet the above requirements to send their cover letter and CV to the following email addresses: somaliajobs@InternationalMedicalCorps.org indicating the name of the job as ADMINISTRATION OFFICER in the email subject clearly.

The deadline for applications is 19th March 2024. Due to the high volume of applications, only shortlisted applicants will be contacted.