SCOPE OF WORK
The Liaison Officer ensures that SAMS Global Response (SGR) activities are coordinated and smoothly implemented with local partners and authorities. Duties include establishing travel arrangements, visas, permits, security and custom clearances, official registrations/certifications, and accommodation for SAMS Foundation national and international staff. The Liaison Officer is a member of the SGR national team in Yemen. S/he reports tentatively to the SGR Manager in Washington DC, and will report to the assigned country director once SAMS Foundation establishes its office in Yemen.
The Liaison Officer is expected to meet with authorities, UN, INGOs and local partners to represent the interests of SAMS Foundation in Yemen and provide necessary feedback relevant to its planned activities. S/he will ensure that his/her duties are performed in accordance with SAMS Foundation rules, regulations, and Finance and Operations manuals. The post holder may be asked to perform duties and tasks not covered in this job description as well as to provide support to other departments when necessary.
Under the supervision of SAMS Foundation Country Director and Global Response Manager, the holder of this post is responsible for:
- Representing SAMS Foundation and coordinating with the Government entities and other key stakeholders in targeted areas, including fostering a healthy and effective relationship with them.
- Leading in the preparation of agreements, sub-agreements and MoUs, and facilitating the timely signature of any other relevant agreements between SAMS Foundation and local authorities or partners.
- Compiling and submitting the required monthly/quarterly/biannual and annual reports to relevant government authorities, ensuring adherence to SAMS policies, procedure and donor requirements.
- In consultation with the regional Safety and Security Advisor, process and obtain permits for team movements, program operations, and implementation activities in targeted areas from relevant stakeholders and authorities.
- Closely coordinate with the HR/Operations/Regional/HQ offices on submission and follow up on entry visas applications, residence permits, and work permits for international staff.
- Assist staff to plan and obtain approvals for training, workshops and events according to procedures set by authorities.
- Coordinate SAMS responses to government orders, information requests, documents and letters regarding programs and operations in a timely and accurately manner, as instructed by supervisors.
- When requested by supervisors, conduct supportive field visits to area and field offices and other project activities; and produce reports as requested in a timely manner.
- Maintain a complete, up-to-date and orderly archive for all sub-agreements, reports and official communications with authorities, – electronically, in accordance with SAMS Global Response Yemen’s filing tree; and in hard copy, in accordance with principles of effective document management.
- Develop, monitor and maintain awareness of relevant governmental laws, policies and procedures that significantly impact SAMS operations in targeted areas; regularly share internal summaries on changes with relevant personnel to support SAMS compliance with domestic legislation and guidance.
- Coordinate with other INGOs and UN agencies to analyze and document best practices for engaging with the local authorities and obtaining programs/projects approvals.
- Regularly (or on an ad hoc basis) internally discuss bureaucratic impediments suffered by SAMS’s offices in the target areas, and follow up issues with respective bodies.
- Translate and share relevant policy and procedures of Yemen authorities to create an awareness of their requirements among senior staff and to support compliance.
- Gives briefings to staff members on local safety and security measures, local norms and traditions, suitable dress code, transportation means, SAMS obligations toward local authorities or partners, and SAMS movement policies inside the country.
- When needed, arranges accommodation and transportation for other staff members travelling nationally or coming from abroad.
- University degree in social sciences, business administration, public relations or logistics.
- 5 years’ experience in working with humanitarian organizations.
- 2-3 years’ experience of liaison and representation with senior level authorities.
- Demonstrated diplomatic communication skills with ability to build a strong network with a variety of stakeholders.
- Previous work experience in unstable and conflict-affected environments; high level of security awareness
- Willing to travel regularly within designated areas of work in Aden, may also require travel outside the area, thus flexibility is required when needed.
- Strong interpersonal skills and ability to effectively advocate on behalf of SAMS.
- Native Arabic speaker and advanced English language skills
- Knowledge of humanitarian principles, standards and other humanitarian related issues.
- Demonstrated high attention to detail.
- Demonstrated competencies in drafting official letters in Arabic and English.