Administrative and Liaison Officer

Deadline: 12th March 2019

Handicap International is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

Handicap International is a not-for-profit French organization with no religious or political affiliation.

Handicap International (HI) started its activities in Iraq in 1991.

The program currently implemented in Iraq includes three main components:

- Long-term development projects: support to civil society, access to services, awareness campaigns, community-based rehabilitation;

- Emergency response for Internally Displaced Persons and vulnerable host communities (rapid protection assessments, provision of physical rehabilitation and psychosocial support     services);

- Mine Action component: risk education, victim assistance, non-technical survey and clearance operations.

The current operations are implemented in direct intervention and through local partners in the Kurdistan region and in the disputed territories of Iraq. The operations are implemented through local partners in Central and South Iraq. HI has currently a country coordination office in Erbil, field offices in Mosul, Kirkuk, Kalar and Baghdad as well as a support office in Suleymaniyeh.

Directly linked to the Emergency Response Department of Handicap International France, the employee will be mandated for the following mission:

GLOBAL OBJECTIVE OF THE POSITION:

Based in Baghdad, the administration and liaison officer will be in charge of developing and maintaining relations with key stakeholders; ensuring HI is compliant with Government of Iraq (GoI) administrative and legal requirements; facilitating expatriate and national staff access to Baghdad and neighbouring Governorates; and supporting the overall management of HI’s office in Baghdad. S/he will initially act as HI’s primary focal point in Baghdad, and then as part of a full national and expatriate team to be established in the coming months. Initially under the line management of HI’s Senior Operational Advisor - SOA (based in Erbil), s/he will assist the SOA and the Head of Mission in completing the necessary administrative processes with the relevant authorities, to ensure the smooth implementation of activities and the regularisation of HI staff presence in Federal Iraq.

RESPONSABILITIES AND TASKS DESCRIPTION

1. Coordination, networking and representation

• Establish a network of contacts with local and national authorities in order to obtain/cross-check relevant information and facilitate passage/access to HI staff

• Establish and develop a network of local key informants to collect up to date information on context evolutions

• Upon request, participate in external meetings with local stakeholders, partners and authorities.

• Facilitate meetings between local stakeholders and the HI management team and ensure oral translation during meetings if needed.

• Accompany members of the coordination team during visits to governmental offices, local leaders, local partners or other authorities.

• Maintain strong coordination and liaise regularly with counterparts in other NGOs

• Upon request, participate in coordination meetings of NGOs, UN organizations, and other stakeholders

1. Administrative tasks

In coordination with the Senior Operations Advisor and Support Services Department in Erbil:

• Prepare and submit letters, reports and other documents as required to key stakeholders in Baghdad, including the Directorate of NGOs, the Directorate of Mine Action and the Ministry of Health, and follow up on the outcome of these processes

• Liaise with the Directorate of NGO to ensure HI’s registration dossier is up-to-date and complies with official requirements

• Prepare and submit visa requests for expatriate staff, follow-up on the progress of applications amongst the relevant authorities, and accompany expatriate personnel when activating their visas, and in any associated processes

• Liaise with the relevant authorities to submit the required documentation to ensure compliance with taxation and labour laws

• Complete any necessary administrative and logistics tasks to ensure the smooth-running of the Baghdad office, including payment of suppliers/service contracts, purchase of small supplies and oversight of upgrades and maintenance 

1. Internal communication/Reporting

• Facilitate communication between the coordination team and the Baghdad office.

• Actively participate in organization of internal events, such as workshops, seminars or team building.

• Collect and share immediate information on any security incident within the vicinity of the HI office or areas regularly frequented

• Report any changes in legal and administrative legislation that may have an impact on HI’s operations in Federal Iraq

1. Other tasks

• Perform any other relevant task assigned by the Mission Advisor & Representative and/or the Support Service Coordinator.

REQUIRED PROFILE:

• Experience of a minimum of 3 years with NGOs or international organizations

• Experience of a minimum of 3 years in a position related with representation

• Higher education degree in political sciences, international relations, law, security, or related issues, or equivalent background acquired through extensive professional experience.

• Experience in administration.

• Good knowledge of governmental departments and legal frameworks

• Good knowledge of Baghdad

• Ability to travel all over Iraq.

• Strong network of contacts in Baghdad

• Good capacities in context analysis, external representation and diplomacy

• Fluent in Arabic, good command of English. Very good writing and reporting skills in English and Arabic.

• Good communication capacities

• Good networking capacities

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.