Preliminary job information

• Job Title    LIAISON OFFICER 
• Country and Base of Posting    YEMEN – SANAA
• Reports hierarchically to    ACCESS COORDINATOR 
• Creation / Replacement (incl. name)    Creation
• Contract Duration    6 months (renewable based on performance evaluation and budget availability)
• Announcing Date    August 11, 2025
• Announcement Closing Date    August 25, 2025
• Work Starting Date    ASAP

General information on the mission

PU-AMI’s Context & strategy:

Première Urgence - Aide Médicale Internationale (PU-AMI) is an international, non-profit, non-political, and non-religious humanitarian organization which aims to provide rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity. PU-AMI provides assistance to more than 6 million people throughout 24 countries, with more than 2,500 staff worldwide.
PU-AMI adopts an integrated approach, to identify and understand the full array of the needs of the people affected by crises. This innovative approach is at the core of every PU-AMI-supported project, to better target and prioritize actions, stabilize and improve the situation of the most vulnerable groups. It allows the teams to take all aspects of a problem into account, to come up with an efficient combination of solutions, which will have a powerful and long-lasting impact on the affected populations. In this respect, the organization runs around 190 projects a year worldwide, most of which are focused on Health, Nutrition, Food Security, Water, Sanitation and Hygiene, Psychosocial Support, Education and Protection activities. 
In Yemen, PU-AMI is supporting 18 health facilities (Health Centers, Health Units and Therapeutic Feeding Centers) in four Districts in Hodeidah (Al Mighlaf, As Sukhnah, Al Mansuriyah and Al Qanawis), three Districts in Raymah (Bilad At Ta’am, Al Jabin and Mazhar) and two Districts in Taizz (Al Mokha and Mawza). PU-AMI’s operations are managed by two field offices in Hodeidah and Mokha cities, both supported by the Sana’a coordination office. PU-AMI recently established a second coordination office in Aden. 
PU-AMI is participating actively in clusters and sub-clusters (health; nutrition; food security and livelihoods; WaSH) and works closely with relevant government departments.

Job Description

Overall objective

The Liaison Officer (LO), under the line management of the Access Coordinator, is in charge of assisting the Access Coo in implementing all activities in relation to access and administrative issues.  The Liaison Officer will ensure good working relationships are established, liaising with relevant stakeholders to ensure the timely implementation of activities. 

Expected outcomes 

• Liaison & Coordination 
• Information Management & Reporting & Translation
• Others

Specific Goals and Related Activities

Under the supervision and validation of the Access Coordinator, the Liaison Officer will:

LIAISON AND COORDINATION

1.    Second the Access Coordinator by establishing & maintaining good relationships with relevant central authorities as well as with governorate and district authorities, communities & tribal leaders to support PU-AMI operations to take place smoothly regarding context and needs of the mission. 
2.    Create, develop and maintain his/her own liaison network.
3.    Keep a complete and updated detailed list of all useful contacts at Sana’a and Aden levels, as well as in Hodeidah, Rahmah and Taiz Governorates and the whole West Coast, with names, telephones, addresses and other relevant details.
4.    Second the Access Coordinator to arrange meetings with different authorities in relation to access and administration issues for the HoM and/or Field Coordinators. Provide translation/interpretation during meetings and draft the minutes of the meetings
5.    Ensure clear understanding of policies and procedures related to communications with authorities and convey any changes immediately to relevant staff after proper validation from HoM and Access Coordinator.
6.    Archive all communications with local authorities and official administrative documents obtained in the name of PU-AMI (registration forms, lodging forms, requests, travel permits, official documents, etc.) making sure that they are accompanied by a translation or summary in English.
7.    In coordination with the logistics department, and with the support of the Access Coordinator, ensure verification of the movement documents for teams and vehicles. Ensure submission on time and with accurate information to the relevant authorities in order to be granted timely travel permits. The Liaison Officer should be proactive in resolving any blocking issue preventing PU-AMI from obtaining any document needed to ensure operations and movements.
8.    Oversees submission and obtaining of administrative legal documents through MOFA platform: entry visas, residencies, exit visa, travel authorizations, transportation permits; etc.

INFORMATION MANAGEMENT AND REPORTING

1.    Support the Access Coordinator in collecting information related to security and political context to allow the SSM team to ensure the safety and security of PU-AMI staff and premises in all areas of intervention.
2.    Coordinate and make ad hoc contacts with other INGOs Liaison Officers to share administrative-related information upon need. Create, develop, and maintain a liaison network to collect and share information.
3.    Draft letters for authorities when requested by the Access Coordinator. 
4.    Support Access Coordinator in drafting -sub-agreement (English and Arabic versions).
5.    Ensure that sub-agreements are submitted to the platform.
6.    Liaise with the relevant administrative authorities for the approval of the Sub-Agreements in MOFA and the relevant ministries.
7.    Assist the Access Coordinator to ensure the follow-up of relevant administrative dossiers at MOFA, MoPHP, other technical Ministries, Immigration Office, etc.
8.    Supports the Access Coordinator in the process of renewal of Principal Agreement.
9.    Ensure that all relevant documents are translated, and appropriately internally and externally filed as part of the submission process with the authorities.
10.    Put in place, maintain and update a tracking system on visas, exit entry visas, agreements, sub-agreements, travel and resident permits, etc.
11.    Oversee the archiving of all official documents (Arabic version and English version).
12.    Make sure that the Arabic documents are either translated or accompanied with a note in English.
13.    Translate documents upon need.

OTHER

1.    Report immediately to the SSMT and Access Coordinator any serious security incidents impacting the safety of our programs and staff wherever it happens.
2.    Support the Access Coordinator in providing up to date necessary mappings (conflict maps, no go areas, PU-AMI premises locations, road maps. etc.) upon request from SSM team.
3.    Support Access Coordinator to ensure adequate follow-up (tracking) of the movements of PU-AMI HoM when out of the office or on field trips.
4.    Translate and interpret when needed and/or requested by the Access coordinator.
5.    Participate in internal meetings when requested by HoM or Access Coordinator and take minutes of meeting.
6.    Any other tasks assigned by the Access Coordinator within the domain of liaison and reporting.

Team Management

Number of people to manage and their position 

• Direct manager: Access Coordinator 
• Direct management: None
• Indirect management: None
• Functional links: None

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Reliable, sense of details, rigorous 
• Team player with good interpersonal skills
• Able to manage own personal stress level
• Able to adapt communication strategies for different situations
• Detailed knowledge of Yemen’s geography, social and political context, including governance structure, processes and customs
• Knowledge of humanitarian sector, project & proposals to reinforce negotiation mechanism with relevant authorities
• Good communication, negotiation and representation skills
• Able to take initiatives

3.    Flexible, and patient