LIAISON OFFICER

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 HR Co, ensure that all MSF staff have applied and obtained on time any visa, stay, travel or work permits in the mission country according to needs, and keep information on legal, administrative procedures
• Maintain the support travel service in HQ 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 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 a 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 inform 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 the internal users.

MSF Section/Context-Specific Accountabilities

• Ensure that all international staff administrative files are kept up to date; guarantee their proper filing and the confidentiality of the employee’s personal data.
• Responsible for all visa arrangement process of IMS and HQ, other visitors,
• Facilitates visa procedures for employees leaving the country for training or debriefing.
• Keep IMS-related information tracking sheet.
• Ensure completeness and authentication of IMS documents for Work permit process, Visa application and so on with all relevant offices (e.g MoFA).
• Prepare application of work permit process at HERQA, MOH, ACSO, MOLS and Immigration submit the application.
• Ensure the IMS related documentation is filled and up to date both on soft copy and on hard copy.
• Supervise and organize the international travel to and from the mission together with the travel service in HQ.
• Responsible for providing IMS staff with MSF cards and other identification (supporting documents).
• Responsible for the preparation of Monthly IMS, new arrivals and visitors’ presence list and monthly Per Diem.
• Request and validate per-dem payment for staff working and visitors in the mission.
• Ensures proper accommodation assignment to international staff & visitors.
• Ensure guest phones are managed and tracked properly.
• Inform all the concerned about the arrival day and organize/launch a briefing/debriefing schedule agenda,
• Ensuring contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies…)
• Coordinate movements of staff (pickup/drop off at the airport) linked to local and international travels.
• Ensuring the update of movement-related tools and their regular distribution (incl. movement lists and evacuation/lists, daily updated mission travel schedule and sharing with the Country management team and Field admin Team).
• Follow up on international and national plane tickets validity.
• Support all related administrative formalities linked to passports, visas, per diems, with the projects and headquarters.
• Being responsible for all administrative tasks required for personnel transiting through the capital (incl. transportation, briefings, financial matters and lodging)
• Prepare welcome package document for new arrivals.
• Ensure the introduction of new arrivals (IMS and Visitors) with key people and tour the whole building.
• Follow-up and facilitate payment of the flight tickets and accommodation.
• Responsible for compiling and sharing daily updated mission travel schedules to the Country management team and Field admin Team.
• Responsible for sharing new arrivals information to the concerned department heads.
• Responsible for compiling the evacuation list of the mission.
• Prepare documentation for HQ visitors (ACSO notification for their entry and exit).
• Other assigned activities as requested by supervisor.

Required Qualifications and Professional Experience