Job Description

Administrative Assistant 

• Location: Aden/Lahj Governorates (with regular travel to other sites).
• Period: 11 months, renewable subject to performance.
• Duty Station: Life Makers Meeting Place Organization (LMMPO), Aden/Lahj –Yemen.
• Terms: Full Time Position (8 Eight hours per working day), with field visits to the work sites.
• Classification: Programs & projects Management\ project manager
• Expected start Date: 01-05-2025.
• Job grade: - Fifth degree.

Foreword:

LMMPO; 18 years of diligent engagement in Yemeni humanitarian and Development undertaking, is now regarded as one of the leading organizations in humanitarian response and development as well as development of young people's abilities. Investing and benefiting from the abilities and talents of young people constitutes a passion for us, but also is the essence of our mission and focus of our work and it is on top of our goals for which we are working hard to achieve. Thus, we have implemented several successful activities and programs that have had a real favorable impact on young people and the society in general. That success, inevitably, will not be possible without the support of our teams, donors, partners and other stakeholders. 
LMMPO is keen to have a competent candidate to fill the position of Administrative Assistant - Emergency Multi-sector.
Purpose/Scope of the task
Manages the main and sub-tasks of his job in the project in addition to the administrative supervision of the work team within the project work plan.

Accountabilities & Responsibilities

Project Administrative Assistant: 

1.    Assist the project team in implementing and coordinating project activities. 
2.    Coordinate with LMMPO admins to ensure alignment with project procedures. 
3.    Manage, maintain, and systematically archive project records, ensuring easy retrieval of information. 
4.    Coordinate meetings by scheduling, preparing agendas, documenting minutes, and facilitating smooth communication within the project team and external partners. 
5.    Organize and support field activities, including logistics such as transportation, accommodations, and materials. 
6.    Assist in tracking project expenditures, maintaining financial records, and supporting budget monitoring and reporting. 
7.    Prepare and ensure timely submission of regular reports on project progress, activities, and outcomes to relevant stakeholders. 
8.    Facilitate communication and maintain positive relationships with stakeholders, including government agencies, community leaders, and partners, to ensure collaboration and support. 
9.    Assist in data collection, analysis, and preparation of reports and documentation. 
10.    Contribute to organizing and delivering training sessions and the workshops of the project.
11.    Ensure operational efficiency by streamlining administrative processes and resolving logistical challenges. 
12.    Play a key role in project closure activities, including final reporting, documentation, handover processes, and ensuring all project deliverables are completed and archived appropriately. 
13.    Any other tasks related to the project or assigned by the project manager. 

Qualifications and Skills 

Study and Training:

• A bachelor’s degree or equivalent certificate/diploma or similar qualification from a recognized establishment or equivalent experiences.

Languages:

• Fluent in Arabic and English (Speaking & Writing). 

Experience & Skills:

• At least 2 years’ professional experience in a comparable position including extensive fieldwork.
• Excellent interpersonal and problem-solving skills.
• Ability to communicate clearly, concisely and effectively.
• Ability to work in multi-disciplinary and multi-cultural contexts.
• Proven ability of using office project system.
• Interpersonal and communication skills.
• Monitoring & Evaluation Analytical Skills.
• Management skills. 
• Team management and knowledge transfer. (Leadership skills).
• decision making
• Representing the LMMPO.                        
• Ability to provide recommendations to solve problems
• Ability to achieve planned goals.
• Ability to work under pressure.
• Ability to travel.
• Computer skills in using (word, excel, PowerPoint, etc.)