Project Assistant
Terms of Reference
 
Division          : Programs.
Reports to      : Project Manager.
 
ABOUT THE ORGANIZATION:
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.
ROLE PURPOSE:
 
The job of Project Assistant is established for the purpose/s of providing administrative and programmatic support to assigned administrative personnel of Community shielding health project; coordinating activities of assigned administrative personnel; monitoring assigned activities; and providing information, recommendations and/or direction as requested by assigned administrator.
The Project Assistant will assist the Project Manager as well as other department staff in carrying out high-level project development, research and analysis, advocacy, organizing, negotiations, communications, coalition building, organizational leadership, management and fund raising. The post holder will need to deliver effective, highly competent project’s support and consistently deliver in a person-centered environment which promotes positive relationships.
 
RESPONSIBILITIES:

• Follow up with all field coordinators in order to obtain information regarding the activity’s implementation, recruited Community based networks, monthly progress report and challenges updates report.
• Create a database via Excel or program management system to register the newly recruited community shielding networks in subdistricts level and update it in a regular manner.
• Prepare, develop and update job contracts for all community-based networks in the supported health facilities and monthly timesheets.
• Upload monthly health figures of all community-based networks to HIS and donor platform,
• Assists other team members in preparing and formatting documents, including, reports, proposals, plans and PowerPoint presentations;
• Assists assigned managers 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.
• Draft budgets and donor reports with direction from managers and head of programs.
• Keep records of all information related to project for documentation, clarification and presentation to management
• Processes financial documents including contracts, expense reports, invoices, etc.
• Writes routine reports and correspondence, and assists with the development of project materials.
• Acts as the main contact person during the absence of project manager, following-up on any emergencies with appropriate staff, and sharing workload with other projects' staff.
• 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.
• 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
• Organizes meetings and events.
• 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 projects/departments, i.e. finance, project development, research and MEAL, etc.
• Liaises and communicates with project consultants and field office staff, providing logistical and administrative support, as directed.
• Represent the organization in many Official important meeting “retreats, health clusters...etc.”.
• Performs other related duties in accordance with instructions from assigned supervisors.
• Assist in following up the communication plan requirements pre-project and follow up.
• Collecting the data & requirements needed such as Videos, HQ Photos, News, Success Stories, and the required content which included monthly update with project activities to be added to YFCA media channels such as website, bulletins, YouTube, LinkedIn and other advocacy channels on monthly manners.
• Prepare the required documents of new projects (for SCAMCHA and MoPIC).
• Provide at least one article about the project activities per month supported with photos or videos.
• Responsible for some activities and project staff under the supervision of the Project Manager and in accordance to the project communication plan.
• Prepare first drafts of reports and send to Project Manager.
• Prepare advocacy plan of the project and have it approved by the by the Project Managers.
• Manage all the project data, MoVs, visual feeds and other documents and report any missing docs. to the Project Manager in timely manners.
• Contact CMU for any special or important events that need to be documented.

 
Specific Duties:

• Provide technical support for the implementation of the health project.
• Provide support to identify training needs, planning and implementation of relevant trainings
• Organize a smooth health projects’ supply; ordering, stocking and distribution and monitoring of consumption and monthly reporting on consumption
• Supervise collection and compilation of health project data in geographic area of responsibility, and ensure meticulous and timely reporting
• Compile the data collected from the field to be submitted to the M&E Officer
• Submit weekly/monthly statistics and narrative report to the Project Manager and M&E Officer.
• Support assessments/surveys, monitoring and evaluation of health project.
• Maintain good and positive contacts with MOH, local authorities, and community leaders to ensure their involvement in project activities
• Any additional duties as requested by the supervisor.

Technical Support:

• Assist the logistics department in procurement of drug/medical supply/medical equipment by providing specification for requested items;
• Provide regular supervision of community-based networks including data collection/records of beneficiaries and project activities, as well as timely implementation and reaching targets according to project objectives;
• Provide regular updates and reports to Project Manager/ M&E Officer as required;
• Provide data, case studies and success stories to enrich reports for both internal and external use;
• Organize and conduct joint multifunctional team monitoring visits;
• Monitor project implementation and ensure accurate, timely activities implementation.
• Ensure linkages and integration of community mobilization activities and health facilities services;
• Maintain project files.

Education & Experience, and Competencies

• University degree and 2 years of relevant professional experience in a similar setting and capacity will be preferred.
• Excellent organizational and communication skills and teamwork-oriented.
• Excellent analytical, problem solving and organization skills.
• Good in written and verbal English and Arabic is required. Must be able to read and interpret documents, and communicate with others as necessary to perform job duties effectively
• Proficient in standard Microsoft Office package (Word, Excel, Outlook) and typing.
• Ability to travel as required within Yemen.
• Ability to work under pressure and manage personal stress levels.
• Sense of neutrality and ability to work across Yemen, in cooperation with all parties to the conflict.
• Strong communications skills and interpersonal skills.
• The incumbent is expected to demonstrate the following competencies:
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
• Knowledge of programme and budget and through understanding of wide range of administrative policies and procedures.
• Ability to work with word processing, spread sheet, web-browser, as well as other computer software packages required for work.

HOW TO APPLY:
Interested candidates are invited to submit their updated CVs to careers.ye@gmail.com, by Apr 17, 2022 at the latest, mentioning the job title in the subject line. Emails without such indication will not be considered.