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Duties and responsibilities:
General responsibility: Under the supervision of the Human Resources Coordinator for certain tasks and the Country Director for others, the Liaison Officer provides vital support to ensure efficient TGH operations in Sudan by facilitating official authorizations from government entities and contributing to ensuring effective communication between the organization and authorities in Port Sudan and other levels when needed. The Liaison Officer manages the process of visas for TGH expatriate staff working in Sudan; obtains travel permits for TGH staff movements in north/east Sudan; assists the Country Director and relevant program and support department staff in communications (official letters, meetings, etc) with government officials; and maintains a network of contacts within various government entities in order to facilitate TGH’s work. In the course of undertaking tasks, the Liaison Officer represents TGH with professionalism, honesty and commitment to humanitarian principles. Responsibilities and related tasks: Official documents and authorizations: - Under the supervision of the HR Coordinator, prepare and submit visa applications for TGH expatriate staff.
- Submit requests for other official authorizations (travel permits; registration with government entities at federal or state levels; etc) necessary for TGH’s work within Sudan.
- Support the HR department in submitting documents to the HAC and/or labour office related to TGH recruitments.
- Support TGH’s Field Coordinators and program team obtain approvals or other documents necessary for project activities (TAs or MoUs with line ministries, etc).
- In coordination with the Logistics Department, initiate and follow up on documents and approvals related to logistics procedure and requirements, such as: transportation permits from HAC for cargo movements; updating of vehicle documentation; renewal of licenses for TGH telecommunications or other equipment; renewal of TGH’s customs clearance; customs process for importation of TGH supplies; follow up with police or other authorities regarding traffic accidents.
- Actively follow up on the process of TGH applications and requests submitted to the relevant government entities, in order to hasten the process as much as possible.
Communication with authorities: - When delegated to do so, under the supervision of the Country Director (CD) or the HR Coordinator, prepare and submit official letters to government entities for the Country Director, support departments (HR, Logistics, Finance), or program team.
- When requested, participate in official meetings with government officials by the CD, Senior Head of Programs, Project Manager or other senior mission staff; when required, provide interpretation during these meetings.
- Provide strategic advice to the CD on relationships with government officials and entities, in order to minimize and overcome obstacles which may impact TGH’ access and ability to work effectively within Sudan.
- If necessary, and when delegated by the CD, HR Coordinator, or the Access & Safety Coordinator, liaise with airport immigration officers, security forces at checkpoints, or other relevant authorities to facilitate movements of TGH staff or visitors and resolve any issues.
Coordination & liaison (internal & external): - Establish and maintain an active network of useful contacts within government entities, able to facilitate and assist TGH’s work in Sudan.
- Develop and maintain excellent knowledge of all official processes and procedures related to TGH’s work.
- Promptly report to the CD and the HR Coordinator about the progress of on-going procedures and raise alerts in case of unexpected delays or changes in laws or government procedures which may affect TGH access and approvals for activities.
- Maintain good communication with counterparts (Liaison Officers) at other organizations (INGOs, LNGOs, UN agencies, etc) in order to be well informed on administrative or bureaucratic processes and any changes to them, and to learn from the experience of other organizations relevant to liaison tasks.
- Coordinate with TGH logistics team and Field Coordinators regarding movements of expatriates or national staff within Sudan.
Other responsibilities: - When delegated by the CD, represent TGH in meetings with government institutions or communities or other non-government stakeholders regarding issues related to TGH activities.
- If requested, escort visitors or donors to field locations within Sudan, liaising with relevant authorities to ensure access.
- When delegated, organize and help to facilitate meetings, workshops or other events for TGH engagement with government institutions or communities.
- Promptly report any safety or security issues which may affect TGH staff or assets; when requested, participate in TGH’s management of safety incidents.
- Ensure respect for the core humanitarian principles of neutrality, impartiality, independence and humanity, as well as respect of the “do no harm” principle of humanitarian action.
Any other tasks assigned by the line manager based on TGH needs.
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Minimum Qualification, Skills and Experience Required:
- University degree or equivalent in professional experience related to liaison, communication or other relevant sector.
- Minimum 2 years of relevant professional experience in liaison or related field, preferably working with humanitarian organizations
- Strong computer skills; good knowledge of the Microsoft office pack
- Excellent communication, negotiation and diplomacy skills.
- Excellent English and Arabic language skills; ability to provide accurate written translations and verbal interpretation during meetings.
- Ability to analyse and provide recommendations based on a sound assessment of the context.
- Strong planning and organizational skills.
Personal features - Ability to maintain high confidentiality and a non-discriminatory attitude, and to work within a multi-disciplinary and multi-cultural environment.
- Strong team spirit.
- Ability to work under pressure.
Female applicants strongly encouraged to apply.
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