Project Assistant / Sana

Deadline: Thursday, 10 February, 2022

• Provides administrative and logistical support for projects, initiatives, and programs.
• Assists other team members in preparing and formatting documents, including, reports, proposals, plans and presentations;
• Assists assigned manager and team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries.
• Handles preparations, scheduling, logistics, and other various requirements for field mission’s travel.
• Maintains a tracking system of responses to emails, official letters, proposals, etc..
• Develops and maintains an efficient filing system for the team, including assistance in processing reports for relevant clusters.
• Keep records of all information related to project for documentation, clarification and presentation to management
• Processes financial documents including contracts, expense reports, invoices, etc. in coordination with logistic, finance and procurement units.
• Writes routine reports and correspondence, and assists with the development of project materials.
• Acts as the main contact person during the absence of team members, following-up on any emergencies with appropriate staff, and sharing workload with other projects' staff.
• Conduct regular field visits to supervise and following the activities implementation.
• Maintains a wide variety of manual and electronic documents files and records (e.g. policies, plans, budget data, employee records, financial records, district and national reports, and partners reports and publications etc.) for the purpose of providing up-to-date information and/or historical reference.
• Work with programs and projects staff at central level and at sub-levels, collaborating with writers, professional photographers, graphic designers and others technicians to ensure that quality content is produced, documented and released.
• Assists in the orientation of new staff, interns, research fellows and consultants by providing them with the necessary documents and materials for orientation; and
• Works with other projects team members to coordinate work activities, meet deadlines, and provide support where needed.
• Monitors a variety of activities on behalf of assigned manager for the purpose of achieving goals and meeting target dates.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees
• Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of complying with financial, legal, reporting and/or administrative requirements
• Assist Communications and Programs staff in creating and recording durable, memorable high resolutions images and filming for documentary as and when required.
• Works with and maintains data management and filing for projects/program.
• Serves as an administrator of work product with other programs/departments, i.e. finance, program development, research and MEAL, etc.
• Liaises and communicates with project field office staff, providing logistical and administrative support, as directed.
• Participation in the preliminary survey and the definition of the region as well as the final survey of the target areas.
• Participate in field assessments, surveys including need assessments, baselines, end lines, Pre-KAP, post KAP, PDMs.
• Participate and supervise the rehabilitations, constructions, trainings   any other related activities.
• Participate in the verification, registration, of beneficiaries for family latrines construction, etc.
• Prepare all finalized beneficiaries distribution list and participate in the distribution of different hygiene
• Supervise volunteers as and when required.
• Performs other related duties in accordance with instructions from assigned supervisors.

• Provide technical support for the implementation of the Health, Education and WASH project activities.
• Provide support to identify training needs, planning and implementation of relevant trainings
• Organize trainings for volunteers on hygiene promotions.
• Compile the data collected from the field in coordination with M&E assistance to be submitted to the project manager and M&E specialist.
• Submit weekly/monthly statistics and narrative report to the project manager.
• Support assessments/surveys, monitoring and evaluation of the, WASH, Education and Health activities.
• Maintain good and positive contacts with local authorities, and community leaders to ensure their involvement in project activities
• Any additional duties as requested by the project manager.

• Assist the logistics department in procurement of WASH, Health and Education needs by providing support specification for requested items;
• Provide regular supervision of supported sites including WASH, Health and Education for data collection/records of beneficiaries and supervise project activities, as well as timely implementation and reaching targets according to program objectives;
• Provide regular updates and reports to project Manager/ M&E focal point as required;
• Provide data, case studies and success stories to enrich reports for both internal and external use;
• Organize and conduct joint multifunctional team supervision visits;
• Monitor program implementation and ensure accurate, timely data collection;
• Ensure linkages and integration of community mobilization activities and project services;
• Maintain program files.