Project Assistant
Terms of Reference
 
Division           : Programs.
Location           : Aden.
Reports to        : Senior Project Officer.
 
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 SHARP 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 Senior Project Officer as well as other department staff in carrying out high-level project development, research and analysis, advocacy, organizing, negotiations, communications, coalition building, organizational leadership and management. 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:

• Create a database via Excel or program management system to register the newly SHARP contracted 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.
• 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 related to the project activities 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 time sheets, movement plans, scheduling of meeting on monthly bases.
• Take responsibility for supervising projects in progress and ensures that all issues related to the projects are clarified and completed to avoid confusion and interruption during execution of projects.
• Contact CMU for any special or important events that need to be documented.
• Any other related tasks as assigned by the supervisor.

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 H&N MEAL Officer.
• Submit weekly/monthly statistics and narrative report to the Senior Project Officer and H&N MEAL 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
• Coordinate with meant stakeholders, local authorities in both district and governorate level of the targeted locations. 

 
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 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.

Qualifications, Experience & Skills:

• Bachelor degree in Medicine, Pharmacy or any health related background.
• Minimum 2 years of relevant work experience.
• Good organizational skills, attention to detail and reporting in a timely manner.
• Excellent verbal/written communication and relationship building skills.
• Ability to interact well with people and proven experience of building strong relationships with community members.
• Ability and willingness to travel to project sites as needed.
• Willingness and commitment to work long hours and/or over weekends.
• Excellent skills in using MS Office Applications.
• Strong English and Arabic skills, written and spoken.
• Ability to write reports in English is required.

HOW TO APPLY:
 
Interested candidates are invited to submit their updated CVs to hr@yfca.ngo, by 29 Sep 2022 at the latest, mentioning the job title in the subject line. Emails without such indication will not be considered. Only shortlisted candidates will be contacted.

YFCA is an Equal Opportunity Employer