Weapons and Ammunition Management Liaison Officer

Job Purpose

The Liaison Officer and Reporting will provide dedicated coordination and administrative support to facilitate the effective delivery of the International Ammunition Technician Course conducted in Lebanon for Lebanese Armed Forces (LAF) personnel. The role is specifically designed to assist the newly deployed Technical Lead (TL) in managing daily and weekly operational, logistical, and coordination requirements associated with the course, ensuring smooth communication between stakeholders and uninterrupted execution of training activities.

The Liaison Officer will not be responsible for delivering technical training, but will instead ensure that all enabling functions, such as coordination with military counterparts, scheduling, documentation, and logistical follow‑up, are managed efficiently and in accordance with organizational procedures and national protocols.

Principal Responsibilities

Liaison, Coordination and Representation

1. Act as the day‑to‑day liaison between the project team, the Technical Field Managers (TFMs) Technical Lead, and designated Lebanese Armed Forces (LAF) focal points.
2. Facilitate official communication and coordination with LAF and administrative offices to support course implementation.
3. Translate training delivery where needed.
4. Coordinate access permissions, entry procedures, and movement within military installations in line with national military regulations.
5. Support the TFM in arranging meetings, briefings, and coordination sessions with LAF counterparts and other relevant stakeholders.
6. Represent the organization in routine coordination meetings when required and relay outcomes to the TFM and project management.
7. Ensure cultural and institutional sensitivities are respected in all interactions with national counterparts.
8. Understand all stakeholder organizational structures and operate within their boundaries.
9. Ensure relevant and transparent communications on all program issues.
10. Ensure the integrity of MAG’s organizational profile in all external communications (written and verbal).

Project Planning and Monitoring

1. Responsible for Procurement and logistics planning, coordination, follow up on deliveries with procurement and logistics department. 
2. Assist the TFMs in preparing and maintaining detailed weekly and daily activity plans for the duration of the course.
3. Track implementation of planned activities, including classroom sessions, practical exercises, site visits, and administrative milestones.
4. Maintain an updated course schedule and ensure timely dissemination of changes to all concerned parties.
5. Monitor the availability and readiness of training venues, equipment, and supporting services, and follow up with responsible entities to resolve issues.
6. Support the organization of opening and closing ceremonies, official visits, and evaluation events as required.
7. Highlight and address the TFMs problems that partner organizations encounter during partner collaboration and cooperation.

Information Management

1. Ensure collection of the required data.
2. Provide data to the Information Management Unit in the appropriate formats.
3. Undertake data entry, analysis, and reporting as required.
4. Maintain organized records of participant lists, attendance sheets, contact details, and official correspondence related to the course.
5. Manage the flow of information between the TFMs, project team, and LAF counterparts to ensure all stakeholders have accurate and up‑to‑date information.
6. Ensure that all documentation is stored, archived, and shared in accordance with organizational information management procedures.
7. Support the preparation and translation (if required) of administrative documents, schedules, and routine correspondence between English and Arabic.

Reporting

1. Submit weekly activity plans and reports to the TFM-TL and other persons as required.
2. Maintain clear and efficient communication with the TFM and other team members as necessary, ensuring effective reporting when needed.
3. Provide the TFMs with regular updates on coordination status, emerging issues, and required follow‑up actions.
4. Draft short weekly coordination summaries highlighting key activities, challenges, and mitigation measures.
5. Maintain logs of meetings, decisions, and action points, ensuring they are tracked to completion.
6. Support the compilation of end‑of‑course administrative reports and lessons learned related to coordination and logistics.

Qualifications and core competencies:

Essential

1. Fluent English and Arabic language skills required.
2. Knowledge and competency using Microsoft Office 365 applications, including MS Teams, MS Excel,
3. MS Word etc.
4. Excellent organizational skills with the ability to coordinate activities in a fast-paced environment.
5. Familiarity and understanding of Lebanese Armed Forces structures and organization.
6. Excellent communication, interpersonal and team building skills.
7. Ability to work effectively in a multicultural environment.
8. Bachelor’s degree in business administration, public Administration, international relations, political science, management, or communications is required or equivalent study and experience.

Desirable

1. Ability to learn and understand the technical principles of Weapons and Ammunition Management (WAM) and Physical Security and Stockpile Management (PSSM).
2. Apply PSSM to local partner needs as directed by the TFM-TL by assisting in developing concept notes.
3. Basic knowledge of International Ammunition Technical Guidelines (IATGs).

GENERAL

All MAG staff is expected to undertake the following general duties:

• Work towards achieving departmental business plan objectives.
• Work within the framework of MAG’s core values, promoting its ethos and mission statement.
• Work as part of a team and liaise with other departments to ensure effective communications across the organization.
• Ensure familiarity with and adhere to all MAG policies and procedures and Safeguarding framework.
• Ensure confidentiality of information as required by MAG policies and procedures.
• Undertake any other duties appropriate to the post as may be required.
• Aware of gender mainstreaming and ready to participate in gender awareness courses/training
• Able to work in a mixed team.
• Undertake and apply learning from appropriate training and development programmes.
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.