Liaison and Reporting Assistant

4 weeks ago

Kabul, Kabul, Afghanistan IRC - The International Rescue Committee Full time

Job Description


The Liaison and Reporting Assistant is responsible for the management of Visa, work permit, reporting and liaison matters for IRC Afghanistan.

The duties include but are not limited to, being the main focal point for compiling, editing, reviewing, and submitting the Ministry of Economy's (MoEc) required organization report, processing Visa, Work permits, Exit Visa with relevant line directorates, and coordinating the proper filing and data retention system for the relevant activities.

The position holder will be responsible for managing all types of communication and liaison matters within the organization with relevant government departments, ensuring IRC is compliant with their set-forth rules and regulations.


Duties and Responsibilities:
\- To closely work with the Sr. Reporting and Liaison manager to learn and understand how new entry visas and work permits are properly documented and reported to the relevant ministries and the Ministry of Economy and ensure in time process of reports submission.
\- To regularly check the Visa Tracker for new grants and start collecting project data from the program and necessary documents to start the registration project of the grant with the Ministry of Economy.
\- To collect data for bi-annual reports from foreign employees, analyze, accurate, and upload it to the Ministry of Economy Portal in timely manner. Required support from the Sr. Reporting and Liaison Manager when necessary.
\- Effectively and efficiently act as initial between IRC and all government relevant line ministries and sectorial departments and communicate organization humanitarian objectives in the absence of the Sr. Reporting and Liaison Manager.
\- Responsible for processing visas for international staff and visitors.
\- Take more initiative in compiling government required reporting information from all fields and closely work with Sr. Reporting and Liaison Manager and different departments both program and support in Kabul to ensure reports are submitted to the Ministry of Economy and any other supporting ministry in timely manner.
\- Responsible for processing work permits for international staff and visitors.
\- Provided a high level of support to the IRC team admin when necessary.
\- Supervisions of the government official liaison and access affairs of the field-level offices
\- To share any reporting
\- challenge or issues with Sr. Reporting and Liaison Manager so that is taking into higher level discussion to ensure that is resolved and sorted out in time.
\- To closely work and coordinate with Sr. Reporting and Liaison Manager on all IRC Afghanistan new projects Memorandum of Understandings (MoUs) with relevant government line ministries in timely manner and ensure MoUs are received in time and fields are updated.
\- To represent Organization activities with local authorities and other stakeholders when deemed necessary and in the absence of Reporting and Liaison Manager and Field Coordinators (FCs). For consistency and accuracy purpose all such activities shall first be coordinated with Sr. Reporting and Liaison Manager before final decisions are taken.
\- To closely work with Reporting and Liaison Manager on entry Visas and work permits are properly filed inaccessible and secure archiving system.
\- In the absence of Sr. Reporting and Liaison Manager to participate in relevant government official meetings to represent IRC A related activities when deemed necessary and share with SMT the result.
\- To have the willingness to learn all the Reporting and Liaison activities and provide extensive support and backup to the Sr. Reporting and Liaison manager.
\- To compile all the government reports in the proper filing system both soft and hard copies with accurate and easy recognition to the relevant readers and seek Reporting and Sr. Liaison Manager instruction for better management.
\- To share the challenge success and any relevant issues of the department works with the Sr. Reporting and Liaison Manager where more support is needed.
\- To assist the Sr. Reporting and Liaison Manager with any government liaison and communication issues when deemed necessary.

Qualifications
\- At least two years' work experience with government liaison management with INGOs, UN, and any other well-known organization.
\- Minimum bachelor's degree in business administration, Economy, or similar fields.
\- Experience demonstrating the relevant activities efficiently and be fluent in his/her communication with stakeholders and government line ministries.
\- Having functional/job-related knowledge of grants management
\- Excellent interpersonal and representational skills.
\- Good communication and report-writing skills are essential.
\- Remains productive when under pressure.
\- Demonstrates a systematic and efficient approach to work.
\- Flexibility and proven team player with the ability to cultivate and maintain good working relationships with colleagues and other organizations.
\- Relates and works well with people of different cultures, genders, and backgrounds.
\- Strong analytical skills and sound judgment
\- Computer skills: MS Office, Internet.
\- Fluency in spoken and written English and knowledge of local languages is essential.

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