Terms of Reference
 
Division               : Operations.
Location               : Sana’a, Yemen with visits to hub offices and project’s locations.
Reports to           : Project Manager/ Operations Manager.

Organization & Background:
YFCA is a leading, Humanitarian, non-Governmental, non-Profit, non-denominational and impartial Organization established in 1976 to improve woman and child health.  Dramatic changes in YFCA mandate were introduced gradually to accommodate the emerging needs of women, children, youth and vulnerable groups.  From that Health perspective, YFCA programs incorporate wider thematic interventions including WASH, Shelter, and Nutrition, Food Security, Agriculture and Livelihood, Education, Early Recovery and Protection. To pursue its unchanging humanitarian mission, YFCA will thoughtfully continue its expansion process to respond to the ever-changing needs of affected communities and vulnerable groups.

Job Overview/Summary:
The Liaison and Security Coordinator will be responsible for overall Liaison and Security activities. In terms of liaison, the responsibilities include following up on document approvals, representing the organization in coordination meetings, supporting program teams in liaising with government counterparts, and organizing meetings with government officials. The role also involves ensuring compliance with governmental procedures, preparing documentation for reports and agreements, and maintaining proper documentation. The responsibilities also encompass incident analysis, reporting, and suggesting actions, creating and updating security rules and procedures, monitoring the security environment, providing briefings and training to staff, and ensuring adherence to safety protocols. The role also involves coordinating travel security clearances, supervising field staff movements, and maintaining contact with teams during their movements. In addition, the position holder will submit regular updates to security plans and ensure active participation in safety and security.

Key Responsibilities:
Liaison:

• Follow up on a daily basis the approval of submitted documents with the relevant authorities. Negotiate approvals and comments with the authorities and represent the programs and operation teams in negotiation process.
• Represent the organization in the liaison working group. Participate in relevant humanitarian and governmental coordination meetings.
• Support senior staff in organizing meetings with government officials and provide interpretation/ translation where needed. Support intaking minutes of the meetings.
• Support the program team to liaise with relevant government counterparts on the organization’s work and projects. Provide support in organizing government and donor visits to project locations.
• Act as a focal point in communication between program staff and government focal points.
• Support organization of meetings and consultation workshops with government counterparts if requested.
• Inform relevant departments on new governmental procedures to ensure smooth and timely implementation of projects.
• Prepare documentation for reports, travel permits, visas to be submitted to relevant authorities.
• Coordinate with the other departments to get relevant information needed for approvals of sub agreements, principal agreements, quarterly achievement reports and other documents required by the authorities.
• Prepare documentation for submission of sub agreements and follow up the process at the relevant authorities from submission to issuing. Coordinate with the departments on comments and information needed to get the approvals from the authorities.
• Support the preparation of the annual report to be submitted to the authorities.
• Ensure proper hard and soft copy documentation of all processes and documents.
• Follow up the status of various permits and approvals at the relevant authorities.

Security:

• Following a security incident, collect information, analyze causes and suggest actions to be implemented.
• Ensuring that all related security incidents are immediately reported to the relevant people, and all incident reporting protocols adhered to.
• Create/update security rules and procedures to be followed by YFCA staff.
• Monitors the security environment and communicates changes to management and staff with routine briefings.
• Monitor day to day the performance of security guards.
• Advice the project managers on security situation on the areas of their related projects interventions.
• Provides security briefings and updates to new hires, visitors and as needed.
• Training and supporting project staff on security management and risk mitigation.
• Ensure that security / safety rules are followed by all staff during working time and use of YFCA premises / facilities.
• Assist field staff in requesting travel security clearances requests through the local authorities.
• Supervise follow-up the daily movement of field staff by Phone Operator.
• Implementation of security / safety rules (first aid kits, firefighting equipment etc.) in collaboration with logistics department.
• Maintain contact with all YFCA teams during their movements and document all incidents.
• associated with such movement.
• Be familiar with all authorities’ regulations necessary for staff/team movement within Yemen.
• Make recommendations to the Field Coordinator on safety / security measures that need to be taken around YFCA premises.
• Update of security plan and other security documents with the help of YFCA sub offices staff and the support of the Operations manager.
• Participate in all safety and security department meetings and activities.
• When requested by supervisors, conduct supportive field visits to area and field offices and other project activities; and produce reports as requested in a timely manner.

Qualifications, Experience, & Competencies:

• Bachelor’s degree in Security Management, Business Administration, Political Science, Humanitarian Affairs, or related field.
• Minimum 2 years' experience in relevant field.
• Experience working with INGOs.
• Excellent coordination skills.
• Strong leadership and interpersonal skills; Ability to operate under pressure.
• Proficiency in English.
• Good interpersonal skills.
• Dynamic, proactive and creative.
• Ability to manage stress, multi-task, take decisions and work independently.
• Willingness and ability to travel within and out Yemen.
• The ability to work independently using own initiative to solve problems (focusing on solutions).
• Proven ability to lead and work effectively with others to achieve results.
• A team player and willing to shoulder additional responsibilities.
• Excellent communication, negotiation and organizational capacity.

Safeguarding:

• Read, understand, and adhere to the organization’s Safeguarding Policy, sign the organization’s Code of Conduct, and strive to promote a zero-tolerance approach to discrimination, harassment, and abuse in all working environments.
• Report any concerns about the well-being of a child or vulnerable person and report any concerns about the behaviour of the organization’s representative in relation to safeguarding.

HOW TO APPLY:
Interested candidates are invited to submit their updated CVs to hr@yfca.org, by 10 Dec 2023 at the latest, mentioning the job title in the subject line. Emails without such indication will not be considered.
 
Only shortlisted candidates will be contacted.