Job Description

Position: LIAISON OFFICER 

Médecins Sans Frontières (MSF) is an International, independently funded, non-profit, humanitarian medical organization that offers assistance to populations in distress, to victims of natural and manmade disasters and to victims of armed conflict without discrimination and irrespective of race, religion, creed or political affiliation. MSFH is pleased to announce the following position in Aden: 

Name:  LIAISON OFFICER

Code: OT01800

Identification

Name: LIAISON OFFICER
Report to:  DEPUTY HUMAN RECOURCES COORDINATOR
Report to functional:  ADMIN TRANSIT
Area: HR & FIN
Location:   Aden Coordination
Level:  5

Main purpose

Give support to external administrative work and to the coordination team in obtaining working/travel permits, as well as all official contacts, procedures, and importation of goods, according to local and international laws and MSF procedures, in order to ensure the smooth running of MSF activities.

Accountabilities    

• Together with the Deputy HRCo, ensure that all MSF 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
• Maintain the support travel service in HQ and  informed about ongoing processes, specific situations, or changes in the procedures related to visas, working permits, etc..
• Know all the procedures that MSF needs to follow in order to import goods from any country and assist the mission in following these procedures, in cooperation with the LogCo and the logistic department of the mission.
• Follow up clearances of MSF 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 Head of Mission or the HRCO as well as attend them.
• Keep complete and updated detailed list of all useful contacts in the Country/Mission with names, telephones, addresses, and other relevant details.
• Ensure, together with the MCT members that all MSF activities are running lawfully and in agreement with the Memorandum of Understanding in all administrative or customs-related issues and information about any possible risks or problems.
• Ensure that no illegal money is paid to any authorities or any individual, promoting and sharing MSF principles and values at all levels.
• Keep all documentation and files updated, properly filed, and easily accessible for internal users.

MSF Section/Context Specific Activities

• Preparation of the paperwork and application for travel permits for pax and cargo in the mission.
• Prepare the per diem and housing for local staff, and process of briefing/summary schedule and debriefing for international staff.
• Inform Deputy HRCo and Admin Transit on a daily basis about the state of affairs with the visas and will update the visa-tracking sheet on a daily basis.
• Ensure that Deputy HRCo and Admin Transit is informed promptly about ongoing processes, specific situations (eg, delays), or changes in the procedures or process of visas, working permits, etc.
• Translate documents from/to English and Arabic upon request. 
• Provide face-to-face interpreting, as well as during telephone calls or other means, when necessary. 
• Adapt ways of communication under any circumstances, using appropriate language registers as well as diplomatic and courtesy manners and respect.
• Ensure accuracy and neutrality during translations.
• Keep a record of all translated documents.
• Look after all equipment provided, i.e. dictionaries or other books that belong to MSF 
• Ensure strict confidentiality of all translations/ information received and medical secrecy. 
• Immediately declare any possible conflict of interest when asked to translate, which would necessitate using other staff members for translation.
• Responsible to  follow road movements with concern authorities. If there is a problem, he will inform the Aden base responsible, admin transit, and Dep HRCO.
• Arrange with admin transit about airport movement (arrivals/ departures) (names, dates, and any required information).
• Arrange with the log team to ensure transportation arrangements for departures, from/to airport passengers.
• Responsible to follow the airport movement process with the authorities.
• Responsible to prepare accommodation and ensure that the payment of this accommodation is fulfilled on time.
• Responsible to deliver explanations/clarification of airport rules and any information needed to be adapted from the airport to the organization's location.
• Flexibility to work outside working hours as well as weekends or official holidays whenever needed.
• Reflect and communicate MSF principles, values, and activities internally and externally in a positive way with authorities and any local interlocutors, when appropriate.
• The above-mentioned activities and responsibilities are not exhaustive, and staff may be assigned additional responsibilities or tasks as required

Staff is not allowed to chew QAT during working hours. Under no circumstances are firearms/weapons allowed in MSF vehicles or on MSF premises. The above-mentioned activities and responsibilities are not exhaustive, and staff may be assigned additional responsibilities or tasks as required by their line manager.

Requirements

Education:    

• Bachelor degree in translation or Languages or related studies Essential
• Administration or communication related studies desirable.    

Experience:    

• Essential previous experience of at least one year in related relevant positions, in MSF or other NGOs.    

Language(s):        

• Mission and local language essential.    

Knowledge:    

• Essential computer literacy (word, excel and internet)    

Competencies:    

• Results L1
• Teamwork L 1
• Flexibility Results L1
• Commitment L1
• Service L1
• Stress Management L2