Area Liaison Assistant

Job Description

Position Summary

RESPONSIBILITIES

• Obtaining all permits, visas, and clearances that facilitate and authorize the residence and work of the organization and its international staff in the country, and their travels into and out of the country by Yemeni law;
• Provide assistance and support to the program team as required on Day-to-day liaison with Government counterparts of the project at the national level;
• Assist in collecting information, data, and documents relevant to specific activities and liaise with reporting and project development departments in completing all required paperwork under the government’s regulation;
• Provide support in organizing meetings and consultation workshops under the project with the government’s counterpart should request;
• Provide assistance to ensure the compilation of the project agreements, sub-agreements, relevant work permits, and travel permits submitted and obtained from the government authorities;
• Maintain a detailed and up-to-date database, Trackers, and other records/information as a reference point for administrative and liaison purposes;
• Assist in the processing of administrative issues and ensure a good filing system for all files and documents both hard and soft copy;
• Assist in liaising with government authorities, community groups, and NGOs to better plan and coordinate base activities in the base;
• Participate in attending regular meetings with the Executive Unit, MOPIC, MOSAL, MOI, MOFA, Governors, District Managers, and other authorities as requested by Area Coordination.
• Liaise and communicate with other ACTED bases as needed.;
• Assist in obtaining movement and program implementation clearances from local authorities at the governorate;
• Replace the Area Security and Liaison Officer when he/she is off duty.    

Security Duties

• Help in supervision of guards as follows: Authorize change of shifts, verify attendances/absences; and conduct physical security inspections of office buildings, facilities, warehouses, and vehicles. If needed, background checks, and entry control;
• Ensure updates on the security situation; Ensure that regular safety and security standards and procedures are followed;
• Assist in liaising with administration and logistics offices regarding vehicle movements and ensure all security information is received and/or provided when starting/finishing daily period of duty; Undertake reviews of team’s/vehicles safety and security procedures, and follow up movements of teams and report any incident.

Other Duties

• When needed attend internal meetings and share minutes and output of meetings & and requirements of the base to the area office on time;
• Assist in maintaining strong communication with departments and in terms of implementation of systems, procedures, and programs;
• Consider safety and security in the field, and immediately report all incidents to Area Security and Liaison officer, Area Coordination, and Security Focal Point.

General:

• Commit to the humanitarian principles of strict humanity, neutrality, impartiality, and independence;
• Maintain the confidentiality of internal ACTED materials, procedures, and information and only disclose such with the written approval of management;
• Respect time including work, meetings, deadlines, and other reasonable requests;
• Maintain a good team spirit amongst staff and colleagues;
• Commit to honesty and high-quality work in all aspects of responsibilities;
• Undertake any other tasks as reasonably assigned by supervisors.

Job Requirement (Qualification and Experience)

• University degree in a relevant field;
• At least two years of experience in a similar position, preferably with an INGO;
• Experience in translating official documents;
• Cross-cultural awareness and sensitivity;
• Excellent interpersonal skills required, as well as the ability to communicate clearly with authorities;
• Ability to manage multiple tasks and responsibilities, and work efficiently under pressure and in changing circumstances;
• Ability to manage multiple tasks and responsibilities and work efficiently under pressure and in changing circumstances.