Terms of Reference
 
Division           : Programs.
Location           : Sana’a.
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 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.
• 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.
• Maintains a tracking system of responses to emails, official letters, proposals, etc.
• Keep records of all information related to the 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.
• 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.
• Assists in the orientation of new staff, interns, research fellows and consultants by providing them with the necessary documents and materials for orientation.
• 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.
• Participate in field assessments, surveys including pre-KAP, post KAP, and PDMs.
• Participate and supervise the distribution of CHKs, BHKs, and any other related activities.
• Participate in the verification, registration, of beneficiaries of WASH assistance including the distribution of different hygiene kits.
• Prepare all finalized beneficiaries distribution list and participate in the distribution of different hygiene kits or any other related activity.
• Performs other related duties in accordance with instructions from assigned supervisors.

 
Qualifications, Experience & Skills:

• Bachelor’s degree in Engineering, Information Technology or any relevant field.
• 1+ years of relevant work experience.
• Work experience in WASH projects is preferable.
• Previous experience working for an NGO is preferable.
• Strong organizational and communication skills, with the ability to effectively present information and respond appropriately to questions from senior managers in the field.
• Ability and willingness to travel to project sites as needed.
• Strong English and Arabic skills, written and spoken.
• Ability to write reports in English is required.
• Professional knowledge of word processing tools and spreadsheets (MS Office Word, Excel, PowerPoint…etc.).

HOW TO APPLY:
Interested candidates are invited to submit their updated CVs to hr@yfca.ngo, by 02 Mar 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.