Terms of Reference
 
Division               : Programs.
Location               : Aden.
Reports to           : Project Manager.

Organization & Background:
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 role of the Project Assistant is to provide comprehensive administrative, logistical, and programmatic support to designated administrative personnel within the FSL project. This includes coordinating the activities of the assigned administrative team, monitoring their progress, and offering information, recommendations, and guidance as requested by the project manager.
Additionally, the Project Assistant will collaborate with the Project Manager and other department staff to facilitate high-level project development, research, and analysis. They will also contribute to advocacy efforts, organizing initiatives, negotiations, communications, coalition building, organizational leadership, management, and fundraising activities.
The successful candidate will demonstrate exceptional competence in providing efficient and effective project support within a person-centered environment that fosters positive relationships. Their responsibilities will involve delivering consistent, top-quality support that aligns with the project's objectives and promotes its overall success.

Key Responsibilities:

• Provides administrative and logistical support for FSL project, 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 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 communication team to ensure that quality content and photos are 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 field office staff, providing logistical and administrative support, as directed.
• 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 the organization media channels such as website, bulletins, YouTube, LinkedIn and other advocacy channels on monthly manners.
• Conduct routine field support visits for the purposes of supporting program management.
• Prepare the required documents of new projects (for SCMCH & 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 FSL project.
• Provide support to identify training needs, planning and implementation of relevant trainings.
• Organize initial and on-job training for staff on FSL guidelines and protocols.
• Organize a smooth FSL projects’ supply; ordering, stocking and distribution and monitoring of consumption and monthly reporting on consumption.
• Supervise collection and compilation of FSL 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 Project MEAL Officer.
• Support assessments/surveys, monitoring and evaluation of the FSL project.
• 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 supervisor.

Technical Support:

• Provide regular updates and reports to Project Manager/ Project MEAL 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 data collection.
• Maintain project files.

Qualifications, Experience, & Competencies:

• Bachelor’s degree in Business Administration, Civil Engineering, or any other related field.
• 3+ years of relevant work experience.
• 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.
• Experience in implementing Cash for Work and Voucher Cash Transfer activities is preferred.
• 1-2 years of experience in field-related activities, specially, in the field of CVA assistance for work in the rural areas.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams.
• Proficient in data management and analysis.
• Strong English and Arabic skills, written and spoken. Ability to write reports in English is required.
• Proven ability to lead and work effectively with others to achieve results.
• Strong leadership and ability to plan with good organizational skills, multi-task including prioritization and ability to work under pressure.
• Excellent skills in monitoring implementation of program activities.
• Ability and willingness to travel regularly to field sites.

 
HOW TO APPLY:
Interested candidates are invited to submit their updated CVs to hr@yfca.org, by 03 Sep 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.