Job Description

PROGRAMME ASSISTANT

Project Location:    Yemen, Aden 

Based:  Aden Governorate

Job Title :   PROGRAMME ASSISTANT

Posting Date: 23 -Apr -2024   

Application Deadline :  30 -Apr -2024 

Languages Required:  English / Arabic  
 

Background

The Society for Humanitarian Solidarity (SHS) is a nonprofit humanitarian NGO based in the in Aden, Yemen. It was founded in 1995.The SHS provides assistance to refugees and migrants who arrive in Yemen every year. The organization also assists the local community in Yemen. The NGO won the Nansen Refugee Award, dedicated by the UNCHR. SHS has partnerships with UNCHR, OCHA, and WFP

PROGRAM/DEPARTMENT SUMMARY:

The Programme Assistant works within the Program Department and Operation area to ensure smooth implementation of the project and Liquidation throughout the project workplan.

GENERAL JOB SUMMARY:

The Programme Assistant will work on coordinating the implementation of all the activities in his/her geographical area of intervention. S/he will work on follow up and assist the Programme Officer on coordination, monitoring, development and reporting of programming.

ESSENTIAL JOB FUNCTIONS: 

• Coordination with Area and Project manager work on the planning, quality implementation and follow up of the programs.
• To ensure that field teams are prepared to respond to emergency programs in coordination with Logistic, Finance, Administration in area of responsibility.
• To assist the Program Officer in follow-up of the development of technical department’s program indicators, reporting and promoting of integrated programming approach.
• Coordinate effective, efficient and timely implementation of all projects according to agreed contracts, budgets and donor requirements. 
• In close collaboration with Programme Officer, contribute to project design, proposal development and donor reporting for projects within geographical area.
• In close consultation with the Data Manager, ensure that relevant beneficiary data is collected, compiled, analyzed and distributed and that relevant assessments are conducted in the project area. 
• Assist in monitoring budgets in coordination with Programme Officer and Finance department to ensure there is no overspending or underspending and flag any issues in a timely manner.  
• Provide regular area information on programme activities, Narrative Reports, Financial Reports based on agreed formats and schedules.
• Assist in implementation of Monitoring &Evaluation plans for the project and ensure complaint handling mechanisms are in place.
• Ensure that SHS program policies as enshrined in the program and other program manuals are followed. 
• Ensures that Quality control and monitoring of key result contract performance indicators in their areas. 
• Provide program budget monitoring and workplan of assigned budget, financial control in compliance with SHS requirements.
• Ensure necessary systems in procurement are followed according to SHS Policies.
• Conducts himself/herself both professionally and personally in such a manner as to bring credit SHS and to not jeopardize its humanitarian mission.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITY: Responsible for building and maintaining good relations with key stakeholders including: Local Authorities, Donors, UN/INGOs, Clusters. In close collaboration with program manager, responsible for relations with donor focal points.

ACCOUNTABILITY: Guided by the SHS Policies, continuously monitor and suggest relevant accountability initiatives in the field as well as strengthen the effort to document the impact of activities in the project area.

REPORTS DIRECTLY TO: Programme Officer.

WORKS DIRECTLY WITH: Project Manager, Finance Unit, Field Officers and Data Management.

KNOWLEDGE AND EXPERIENCE: 

• Minimum of 2 years of work experience in a similar or equivalent role in an NGO in areas of humanitarian/development sector.
• Excellent writing and reporting skills.  
• Interpersonal Skill: Ability to work with departmental heads & technical manager to ensure smooth work operations.
• Time management Skill: being able to achieve operational objectives within set deadline.
• Experience of proposal development for multiple donors and in-depth knowledge of project management and all aspects of project cycle. 
• Strong interpersonal and teamwork skill.

SUCCESS FACTORS:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.  
• Collaborating: Involving relevant parties and encouraging feedback.  
• Taking the lead: Taking ownership and initiative while aiming for innovation.  
• Communicating: Listening and speaking effectively and honestly.
• Problem Solving: Ability to solve any problems that may come up during project implementation.