Project Assistant

• Job Title: Project Assistant
• Reporting to: Project Officer
• Sector: Food Security and Livelihood
• Location: Wadi Hadramout with frequent visits to Aden
• Deadline : 20 September 2023

About NMO

NMO is a registered national NGO with the Ministry of Social Affairs and Labor No. 284. Our mission is to take the lead to empower communities in Yemen through humanitarian response and sustainable development programs in a professional way through effective partnerships. NMO started its activity in Yemen since 2012 and has been implementing projects in 5 sectors, namely FSL , Education and child protection , WASH and Health , Shelter and CCCM and protection , and Governance and Capacity building

Purpose of the job

The Project Assistant is responsible for the administrative processes and support functions in projects S/he organizes project events and meetings, being responsible for the management and implementation of the logistical arrangements and follow-up S/he compiles and prepares inputs to meetings, project reports, presentations, and communication materials and processes activities in support of recruitment and procurement actions, as well as manages contracts with contractors S/he is responsible for maintaining the project’s filing system The
Project Assistant works under the supervision of the Project Officer

NMO is looking for an efficient and qualified person to fill the position of Project Assistant to carry out the following Tasks and Responsibilit

Project Planning and Coordination

• Planning for all different phases of the project to implement the project
• Organize activities and resources to achieve project objectives and set implementation priorities in accordance with the action plan
• Coordinate and cooperate with local authorities and community committees in the target areas to identify the needs and select the target trainees according to the criteria
• Coordination and communication with local authorities at the government and district levels
• Participate in the mobilization and awareness-raising of key stakeholders and target communities
• Participation in the preparation and revision of project plans (procurement - cash - project plans)
• Responsible for the implementation of the action plan and the periodic updating of project-related activities according to the action plan
• Liaise with the targeted executive unit local authority to facilitate project implementation and overcome any challenges

Project Management

• Assist the Project Officer in following up on the activities at the field level in accordance with the plans of rehabilitation of Assets in the implementation of project activities in accordance with the work plan
• Provide input for process improvement in streamlined procedures, accurate data, and high-quality service
• Provide required support to the project
• Collaborate closely with operations, quality, and other cross-functional teams to gain a comprehensive understanding of the requirements and develop a well-structured schedule for implementing the necessary changes
• Maintain up-to-date files and records of project documentation
• Support the elaboration of project work plans
• Support the elaboration of project procurement plans
• Support the organization of project reviews/tripartite meetings
• Support the timely preparation and submission of progress reports, donor reports, project reviews, financial reports, and any other required project reports
• Perform any other tasks assigned by the supervisor
• Ensure that all project activities are being implemented in line with NMO policies, respecting donor and cluster regulations, as well as international humanitarian standards

MEAL Activity

• Ensure the monitoring periodically by holding periodic meetings, giving the Team accurate guidance on expected responsibilities and tasks and providing their needs for the implementation of activities
• Ensure that project records and documents (reports, action plans, reports) are prepared, compiled, and maintained in accordance with NMO procedures
• Monitor the implementation of the project through monitoring progress through liaison with the monitoring and evaluation team and overseeing progress
• Involve the monitoring and evaluation team in the implementation plans of Activities
• Ensure that the project is implemented on time, target, and budget, using effective monitoring and evaluation systems to reach the desired effects
• Monitor activities, oversee the technical design and execution, and evaluate progress

Security

• Ensure that each member of the project team is aware of security issues, policies, SOPs, and they follow them accordingly
• In cooperation with the relevant Security Officer, monitor the local security situation and inform the Security Officer of developments through regular written reports
• Monitoring the local security situation and informing the security officer of developments through regular written reports

Transparency

• Ensure awareness and respect of the NMO Code of Conduct and Personnel Policies
• Demonstrate a comprehensive understanding of and effectively implement policies and regulations pertaining to quality and compliance, security and safety, logistics, finance, and information technology

Reporting

• Provide the project Officer with all data and updated information weekly, monthly, and when needed
• Support the circulation of relevant information, reports, memos and any other related documents as well as with the partners and other stakeholders
• Participation in the preparation of all reports for the project phases (quarterly, interim, and final)
• Preparing and drafting all types of project reports (Weekly, Monthly)
• Ensure project legal documents are completed, signed, and archived (soft and hard copies)
• Compile, copy, and file all project documents

Qualifications, Skills and Experience

Bachelor’s degree in economics, business administration, management, Engineer, or another related field  

Experience

• Minimum of 1 year of professional experience in the livelihood FFA and FFT sector and familiarity with working in cash-for-work vocational Training; experience with NGO/INGO is required
• Strong technical knowledge and understanding of FFA and FFT challenges
• Solid knowledge of practical operational and procurement plans and procedures
• Practical and theoretical knowledge of community mobilization and development in conflict-affected areas
• Experience in the design and implementation of M&E activities

Skills and Qualities

• Ability to travel independently to the targeted governorates when required
• Strong task management skills including attention to detail to achieve timeliness and required quality
• Ability to work independently, problem-solving, and decision-making skills
• High skills in coordination, communication, persuasion, and presentation
• Advanced computer skills in MS Office programs, particularly Excel
• Excellent oral and written English skills with the ability to draft and edit project reports
• Strong organizational skills and ability to multi-task
• Understanding of gender, protection, and human rights
• Honest, hardworking, and committed to community development
• Fluent in English and Arabic languages