TERMS OF REFERENCE ADMINISTRATION & LIAISON OFFICER

Diakonie Katastrophenhilfe (Diakonie Emergency Aid, DKH) Yemen Office

ABOUT DKH    

Diakonie Katastrophenhilfe (DKH) is part of the Evangelisches Werk für Diakonie und Entwicklung e.V. (EWDE), one of the biggest welfare institutions in Germany. The organisation supports people affected by natural disasters, war and displacement in 36 countries across the world. This is delivered through a global network of partner organisations. 

DKH provides technical and other backstopping support to all partner organisations by building their capacities and strengthening relations. DKH is currently operating primarily from its office in Aden.

PURPOSE OF ASSIGNMENT    

While DKH does not directly implement humanitarian projects, it intends to ensure that it’s partner organisations in Yemen have the administrative and technical capacities to implement their projects and programmes to highest quality, accountable and safety standards possible. DKH wants to ensure that humanitarian responses, supported by the organization, in Yemen meet relevant expectations.

The Administration & Liaison Officer will provide comprehensive secretarial, HR and administrative support to the DKH-office. He/she is also responsible for day-to-day liaison with counterparts. The responsibilities require close coordination with finance, security, and programmer staff at the office level.

WORK CONTEXT    

In June 2019, DKH started operations in Yemen to provide emergency response and resilience building initiatives across the country. Currently, DKH is working, through select civil society organizations, on several interventions providing life-saving emergency responses in Yemen, with further projects in the pipeline. DKH is operating from its office in Aden and the registration process in Sana´a is ongoing.

JOB DESCRIPTION    

Location: Aden, possibly with travels to cluster / humanitarian hub locations in accessible governorates and Sana’a.

Responsibilities:

Working under the supervision of the Admin and Finance Manager / Country Reversative, the following tasks shall be fulfilled:

A.    DKH Office Administration

• Maintain all administrative related paper-based and electronic records, files, folders and documents in an accurate and orderly manner;
• Keep an overview on all service contracts including, estate lease agreement, vehicle hire contracts, IT Services, consultancies, etc.;
• Ensure there are sufficient office materials (including furniture) and kitchen supplies;
• Supervise cleaners and other support staff on the premises; Directing, coordinating and planning essential central services such as reception, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling;
• Support expatriate DKH staff in their housing arrangements (on the premises);
• Process hotel and flight ticketing for DKH staff (UNHAS, Yemenia);
• Provide administration support to DKH staff as required, such as taking meeting minutes etc.
• Ensuring the building meets health and safety requirements and that facilities comply with legislation;

B.    Liaison & Networking

• Establish and maintain good relationships and a network of contacts with local authorities, counterparts, stakeholders and any relevant partners for collection of information, cooperation and coordination; Particular attention goes to building a strong relationship with relevant Authorities, such as MOPIC
• Process visa applications, work and residence permits for DKH-staff, principal agreement and sub-grant agreements as needed;
• Develop and updating networking list of contacts;
• Lead on all matters regarding official registration of DKH in Yemen;
• Support non-Arabic speaking DKH-staff and visitors with translation and interaction with local authorities/actors.

C.    Human Resources

• Provide support in all aspects of Human Resource management to the Admin and Finance Manager and Country Representative;
• Coordinate recruitment processes (job postings, screening of applications, contact with the candidates, interviews, test preparation and administrative follow up, as required).
• Supervise the staff personnel files inclusive of contracts, leave records and other paperwork required for employment in local context.
• Accentuating that staff is aware of employment laws, social security law, income tax law, and othe rules and regulations.
• Design, Develop, Implement and evaluate capacity building schemes.
• Follow up with insurance company regarding national staff health insurance.

D. Other tasks, as necessary

DKH reserves the right to alter the responsibilities according to operational and programmatic demands and needs in line with the objectives of the office.

QUALIFICATION, EXPERTISE AND SKILLS    

• Relevant bachelor’s degree;
• Minimum 3 years of relevant work experience in related position, preferably with an NGO;
• Knowledge and experience working with authorities and external stakeholders and ability to network and build relations;
• Good language skills in English;
• Good computer skills (PowerPoint, Word, Excel, Outlook);
• Commitment to the values of Humanitarian sector, show high interest in working in this sector;
• Able to maintain highest level of confidentiality regarding work-related information;
• Willing to work additional hours in order to meet tight deadlines;
• Personal values: integrity, commitment, respect for diversity, patience, and sense of humour.

ACCOUNTABILITY TO BENEFICIARIES    

DKH team members are expected to support all efforts for increased accountability towards the beneficiaries while actively engaging communities as equal partners in the design, monitoring, and evaluation of projects.