Introduction:

The Reporting and Liaison Officer will perform his/her duties under the direction and supervision of the Executive Director and Program Manager and in close coordination with Project Managers, Project Coordinators, Project Supervisors, and Monitoring and Evaluation Officers.

Main Responsibilities:

• Develop appropriate reporting formats/data collection templates to meet all reporting requirements of the Projects.
• Ensuring reporting formats/data collection templates are used by the relevant team, including following up.
• Establish a reporting schedule and ensure the timely submission of reports as identified.
• Detailed follow-up of the six-month reports of the Ministry of Economy and their submission on time.
• Registration of UA projects in MoEC and their strict follow-up.
• Compile and analyze the progress reports and information received from project teams and submit these reports to the executive director & program manager.
• Take the lead on preparing and finalizing documents or regular reports, including but not limited to interim, final, and quarterly progress reports, situation reports, briefing, and background information required by the donors, Government, and other entities, in coordination with project teams.
• Ensures that the reports are systemized, meet donor requirements, and are consistent with the results framework.
• Support and advise project teams utilizing reports on donor recommendations and reporting requirements.
• Analyzing the project progress data and information, finding progress gaps, and informing the project team.
• Maintaining effective communication between different departments of the organization, ensuring that information is accurately shared and understood.
• Maintain a proper and standardized filing system for storing project reports and documents.
• Effectively liaising with different project teams to gather the information required for the reports.
• Periodically review reporting and documentation to determine whether the risks are effectively managed and to check compliance with the terms and conditions stated in the partnership agreement and MoU.
• Coordination of internal and external meetings and responsibility for organizing meetings, taking minutes, and ensuring the completion of follow-up actions.
• Providing updates on project progress, and addressing any issues or concerns that arise.
• To build and maintain strong relationships with various parties, acting as a point of contact for inquiries and facilitating collaboration.
• Coordinate the finalization of donor reporting with Union Aid Senior Management.
• Liaising with NGOs, INGOs, UN agencies, government, and other stakeholders regarding the dissemination of reports and the accuracy of information.
• Alert the Executive Director, Program Manager, and other Program/Project Teams on project-related issues that may affect the projects in terms of reporting.
• Taking all UA meeting minutes and sharing them with management and related departments
• Draft comprehensive briefing notes, talking points, and other correspondence related to the project(s) and share them with the management team.
• Establish and maintain effective relationships with stakeholders and undertake the necessary coordination to ensure the smooth implementation of the project (s).
• Supporting the program departments in strengthening internal reporting mechanisms.
• Tracking of reporting requirements, including the submission schedule of the project.
• Facilitating capacity development of staff on reporting and documentation process.
• Any other task assigned by the line manager

Competencies:

• Develops and implements sustainable business strategies, and thinks long term and externally to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.
• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
• Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others.
• Open to change and flexible in a fast-paced environment.