Health Liaison Officer

Background/IRC Summary: 

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to people forced to flee from war or disaster. At work today in over 40 countries, the IRC aims to restore safety, dignity and hope to millions who are uprooted and struggling to endure.

Job Overview/Summary:

Under the direct supervision of the Senior Medical Team Leader, the Health Liaison Officer will be responsible for ensuring that all the necessary administration, logistics and procurement of the are handled for the health program. He/she will be responsible for all office based procurement and lead on some framework agreements to support the program. He/she will also support on official permits, letters and liaison to the appropriate authorities and partners where necessary.

Major Responsibilities:

Reporting to Senior Medical Team Leader, the Health Liaison Officer is responsible for conducting logistics and administration activities in Misrata office, Libya as specified below.

Specific Administration responsibilities include:

·        Cross-check program charging codes in line with grant budgets;

·        Act as the health focal point for the online BvA system, including monitoring availability of budget lines and escalating to finance and supply chain when lines appear as unavailable;

·        Maintain an accurate and up to date tracking sheet of all purchase requests, program assets and programme expenditures including monitoring when purchase requests are actioned, closed, or delayed; submit tracking sheet to management on a weekly basis;

·        Receive and review POs from Supply Chain, cross checking actual amounts committed to projected PR amounts in the tracking sheets, update as necessary;

·        Using the expenditure tracking sheet, check spending against health budget lines from spending plans as shared on a monthly basis by programme managers; flag inconsistencies, under or overspending to Programme managers;

·        Attend Grant Review and Opening Meetings with Programme Managers, to keep on track with donor compliance for PRs/expenditures raised and report on spending; 

·        Be responsible for the smooth running of the administrative procedures between health and community health teams;

·        Ensure the delivery of collective health staff time sheets, check charging codes used against salary mapping and submit to human resource  to ensure timely payment of staff salaries; including following incentive worker payments;

• Responsible for office filing system and documentation;
• Support with the preparation and organization of trainings, workshops, and other events;
• Act as focal point for weekly report for  the movement plan and  prepare movement  Requests;
• Ensure a centralized contact lists including staff, program visitors and partners is maintained;
• In collaboration with the Senior Medical Team Leader and Supply chain Manager, liaise with the local authorities, prepare documents required for international staff and visitor visas, work permits, and other related government requirements related to administration;

Specific Logistics responsibilities include:

·        Daily coordination of the IRC Mirata logistics activities as requested by the health team and supply chain manager;

·        Has a full understanding of IRC logistics policies and formats;

·        Support Supply Chain Manager to Source supplies from local vendors and maintains a good working knowledge of local market conditions;Leads on interactions with certain contractors, under the guidance and supervision of the Supply Chain Manager;

·        Act as focal point for the health department in the handling of procurement and other logistical works and documentations;

·        Work with health program officers (Medical Team Leaders, Area Team Leader, Community Health Officer and Pharmacist Officer) to ensure materials are dispatched to program locations in a timely manner and there are staff positioned to receive and/or oversee delivery of supplies;

·        Check quality of products on the Master Purchase Agreements (MPAs) against delivered items, raise any concerns or recommend changes;

·        Support on the set up of various service contracts for the health program ensuring full compliance with IRC supply policies;

·        Support the Supply Chain Manager in holding the relationship with various contracted suppliers and the follow up on contract renewals for health suppliers in Misrata office;

·        Ensure complete documentation for payment of goods/services procured;

·        Represent the health department at Bid Analysis and Tender Opening Meetings;

Other responsibilities include:

·        Conduct himself/herself both professionally and personally in such a manner as to bring credit to the IRC Libya and to not jeopardize its humanitarian mission;

·        Other duties as assigned by the Supply Chain Manager

Qualifications

SKILLS & KNOWLEDGE:

Job Requirements:

·        A degree in English, business, administration, or another relevant subject is preferred

·        At least two years of related experience; including office management, administration, or translation services

·        Brilliant organization and planning skills and ability to multi-task

·        Good communication and coordination skills

·        Computer skills including knowledge of Microsoft Word, Excel especially spreadsheets, and email

·        Experience in report writing an asset

·        Good interpersonal skills and ability to work as part of a team, as well as independently

·        Flexible and able to work in a dynamic and diverse environment

·        Knowledge of generic supply chain practices (NGO experience advantageous);

·        Familiarity with Misrata markets;

·        Fluency in Arabic and strong working knowledge of English (oral and written);

·        Good mathematical skills;