For our program in Yemen, we are looking for a (Liaison Assistant), the position will be based in Aden.

Médecins du Monde (MdM) is an international humanitarian organization whose mission is to provide medical care for the most vulnerable populations, the world over, including France. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.

VJ Reference Number: MDM/ADN/LIAS/2909/046
Position: Liaison Assistant 
Duration of contract: Till 31st December 2022 (renewable)
Location: Aden 
Reporting to:  Field Coordinator Aden 
Technical Line: Security Officer Aden & HRCo Sana’a

Job Purpose

Liaison Assistant shall responsible for liaising closely with various government authorities, give support to external administrative work and to the coordination team in obtaining working/travel permits, visas, NOCs, as well as all official contacts, procedures, and importation of goods, according to local and international laws and MDM procedures, in order to ensure the smooth running of MDM activities in the geographical area of responsibility.

TASKS DESCRIPTION:

• Developing, maintaining, and/or reinforcing a network with different representatives from local institutions and the respective administrative services being the focal point for resolving problems/programmatic/operational and administrative issues with local stakeholders with the support of the Field Co & Security Officer.
• Translating, deposing, following, and obtaining legal administrative documents related to the implementation of programs in collaboration with the different technical departments
• Together with the Field Co/HRCo, ensure that all MDM staff has applied and obtained on time any visa, stay, travel or working permits in the mission country according to needs, and keep information on legal, and administrative procedures 
• Follow-up on authorizations of road permits, workshops, and memo with relevant authorities.
• Follow up on MoUs with Government institutions, local partners (other NGOs)
• participate in official meetings when requested and meet regularly key talkers
• Maintain the support travel service in Coordination/HQ informed about ongoing processes, specific situations or changes in the procedures related to visas, work permits, etc..
• Anticipating and informing the Field Co/HRCo and other relevant staff in case of a major change in administrative procedures (authorizations etc.) and of major concerns related to program implementation
• Know all the procedures that MDM needs to follow in order to import goods from any country and assist the mission in following these procedures, in cooperation with the LogCo/Log Supervisor and the logistic department of the mission.
• Follow up clearances of MDM cargos and informs about any possible planned or extraordinary needs.
• Establish and maintain professional contacts with relevant authorities, depending on the context and the needs of the mission.
• Arrange meetings related to administrative issues for the Field & Coordination management team as well as attend them (if necessary).
• Keep a complete and updated detailed list of all useful contacts in the Field/Mission with names, telephones, addresses and other relevant details
• Update the contact list immediately after the inclusion of the new number and share it with all staff in the field 
• Ensure, together with the Field Co/HRCo that all MDM activities are running lawfully and in agreement with the Memorandum of Understanding in all administrative or customs-related issues and inform about any possible risks or problems.
• Initiating contact with staff in other departments to exchange detailed, substantive information and coordinating external relations and actions necessary to achieve the work goals set
• Briefing new expatriates /Visitors and other relevant staff on authorities/local institutions
• Sharing the final schedule of UNHAS flights with Field staff and coordinating with logistics department to arrange to pick and drop from the airport to the Office/hotel 
• Sharing the movement permits to the security authorities and taking the final approval of the movement
• Track & keep all documentation and files updated, properly filed, and easily accessible for the internal users.

REQUIRED (KNOWLEDGE, SKILLS, ABILITIES) & QUALIFICATIONS

Qualification  

• Bachelor’s degree in Administration, communication-related studies, or equivalent. 

Experience 

• A minimum of 2 years of professional experience in a similar position with INGOs in a relevant position is essential.

Personal skills required:

• Understand the local legal framework as it applies to NGOs
• Draft and format documents 
• Organize, file and submit information 
• Negotiate, convey messages and take positions
• Adapt behavior to the target audience 
• Organize travel 
• Use the Microsoft Office Pack 
• Be able to prioritize activities and adapt plans to unforeseen circumstances 
• Use a filing and archiving method
• Work in a multi-disciplinary team 
• Strong work ethic and rigor
• Strong sense of responsibility
• Strong organization skills