Project Assistant
Terms of Reference

Division : Programs.
Location : Aden.
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.  


Job Purpose:
The Project Assistant is responsible for providing administrative, logistic and programmatic support to assigned administrative personnel of FSL and WASH 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 also assist the Project Manager as well as other department staff in carrying out high-level project development, research and analysis, advocacy, organizing, negotiations, communications, organizational leadership, management, and fund raising. The post holder will also handle WASH Assistant tasks and duties.


Key Responsibilities:
• Provides administrative and logistical support for projects, initiatives, and programs.
• 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.
• Drafts contracts, budgets, and donor reports with direction from manager and head of programs.
• 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 calls for proposals as required.
• 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 other 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 consultants and 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.
• Prepare all finalized beneficiaries distribution list and participate in the distribution CASH assistance or any other related activity.
• Supervise volunteers as and when required.
• Performs other related duties in accordance with instructions from assigned supervisors.
Specific Duties:
• Provide technical support for the implementation of the FSL and WASH program activities.
• Provide support to identify training needs, planning and implementation of relevant trainings.
• Organize initial and on-job training for staff on WASH and FSL guidelines and protocols.
• 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 the WASH and FSL activities.
• Maintain good and positive contacts with local authorities, and community leaders to ensure their involvement in program activities.
• Any additional duties as requested by the supervisor.

Technical Support:
• Assist the logistics department in procurement of supplies, CFW tools by providing support specification for requested items.
• Provide regular supervision of supported sites including, RRM, CFW site 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 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 program implementation and ensure accurate, timely data collection.
• Ensure linkages and integration of community mobilization activities and project services.
• Maintain program files.

Qualifications, Experience and Skills:

• 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 hr@yfca.ngo, by 01 Jul 2023 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.