Senior Liaison Support Associate

Organizational Context and Scope :

Under the general guidance of the Chief of Mission (CoM), and the Head of Resource Management Unit (HRM) and the direct supervision of the National Liaison Officer, the Senior Liaison Support Associate will perform the following duties:

Responsibilities and Accountabilities:

• In coordination with the National Liaison Officer, maintain regular communication with relevant authorities and stakeholders, centralizing meetings’ notes, organizing information and relevant documentation appropriately as part of the office knowledge management system.
• Support the National Liaison Officer in communicating the requests and requirements from authorities, with regards to IOM/UN activities to the relevant IOM counterparts.
• Represent the Liaison Unit in following-up meetings/engagements with appropriate authorities, senior management and technical colleagues, where necessary, on behalf of the National Liaison Officer.
• Draft reports on the current political situation, especially in regard to the changes in protocol that can affect IOM programmes in Pakistan and the region and share with National Liaison Officer.
• Contact and visit different ministries and other government departments when required.
• Establish and maintain an effective record-keeping system (paper and electronic) for safekeeping and easy access to information.
• Support the National Liaison Officer in establishing an effective action matrix to address pending issues with authorities. Update the action matrix regularly and draft reports on weekly progress, highlighting issues needing immediate resolution.
• Independently draft written communication with authorities such as no-objection certificates (NOC), Note Verbale (NV), notifications/letters, and requests for other official activities.
• In coordination with the Finance Unit verify ensurecorrect allocation of budget lines (WBS) to all RRU related expenses, participate in budget making process by collecting relevant statistics required for such a process as well assist in budget/financial monitoring. Advise if it is related in Pakistan Mission. It should be revised or removed altogether(??)s.
• In coordination with the National Liaison Officer, facilitate the visa processing of visiting international staff, follow-up with relevant Ministries for pending visas, maintain record of active visa requests by establishing a proper Tracking system.
• Facilitate the overall processing of travel NOCs (No Objection Certificate) through the Ministry of Foreign Affairs (MoFA). Follow-up with the Protocol Division of MoFA to expedite urgent travelling of senior management and high-level visits from the HQ and ROs.
• Take a lead in operating the online portal (ProSys-II) of the Ministry of Foreign Affairs (MoFA) for the A&F (Accreditation and Facilitation) of international staff, international staff movement, and P&I .
• Coordinate a wide range of administrative and logistical duties as required by the HRM and the Liaison Officer, (travel and transportation arrangement, scheduling meetings, obtaining security clearances, etc.)
• Cooperate with other Units, Programmes and Sub-Offices concerning common/shared issues and updates as per Mission SOPs.
• Issue and maintain administrative control records such as expenditures, travel, procurement, etc. Advise if relevant .
• Liaise with other IOM staff members on administration, finance, logistics, and operational matters to support the Liaison Unit activities.
• Draft informal translations of correspondence and other materials from English to Urdu and vice versa.
• Travel to IOM sub-offices whenever needed.

Required Qualifications and Experience:

Education :

• Bachelor’s degree, or equivalent or higher degree in Business Administration or related field from an accredited academic university or institute with 4 years of relevant work experience.
• High School Degree/Certificate in the above field with 6 years of relevant work experience

Experience :

• Work experience in administration, liaison with government bodies, international organizations, the UN, and other Humanitarian actors in the country.
• Proven experience in drafting official communication with government departments/ministries and maintaining databases.
• Previous work experience with NGOs, international organizations, UN.

Skills :

• Proven ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
• Competent and reliable in handling confidential matters.
• Excellent computer skills, mainly operating specialized databases.
• Proficiency in MS Office (MS Excel and MS PowerPoint in particular).
• Comprehensive knowledge of office equipment.
• Excellent time management skills and the ability to prioritize work.
• Proficient in attention to detail and problem-solving.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.
• Ability to meet deadlines and work under pressure.

Languages:

Required:

• Fluency in English and Urdu is required (oral and written).

Desirable :

• Knowledge of other provincial languages is an asset.

Only short-listed candidates who is matching required criteria for the position will be contacted by IOM.

IOM provides equal opportunity to all qualified female and male including the physically challenged candidates.