Job Description

• Job Title: Project Assistant
• Status: Full Time
• Location: Hajjah 
• During: 7 months
• Staff: 1

ADO Overview

Abs Development Organization for woman and Child (ADO) is a well-established national, humanitarian, developmental, non-profit and non-governmental organization, founded in August 1996 by a group of Yemeni girls to provide a better life for women, children, and youths. ADO has been operating in Yemen for more than 28 years with an outstanding coverage to the deprived rural areas located on the coast of Tehama and other various areas in Yemen aiming to get rid of poverty and infectious diseases. Since its inception, ADO has implemented over 213 developmental and humanitarian projects. According to ADO latest cumulative statistics, by end of the year 2021, a total of  6,695,412 people were benefited from these interventions. Consequently, the organization has established itself among the most effective civil society organizations in Yemen that are working on issues related to livelihood, health, education, and WASH supporting women, children, and youth. Operating from its Headquarter office in Sana’a, and through its branch offices in Al-Hodeidah, Hajjah, Abs, Raymah Taiz and Aden, ADO provides educational, health, livelihood and WASH services to urban and rural communities. As ADO believes that women are the essence of life, it has devoted all its activities and programs to empower and educate women who will lead to a modern and just state. ADO also believes that protecting and caring for children will result in a prosperous future; free from crime and terrorism. Furthermore, ADO believes that youth are the potential and driving force of any modern civil society.

Job objectives/ Scop    

The Project Assistant plays a vital role in supporting the Project Manager to ensure the successful implementation of the SIERY Project in Hajjah. You will provide crucial administrative and technical support, contributing to smooth project operations, accurate and timely reporting, and adherence to quality standards. This 7-month contract opportunity offers the chance to be part of impactful development work in a dynamic setting.

Reported to: Project Manager 

Duties and Responsibilities and wight     

Project Management: 

• Being responsible for assisting the PM in managing the project aspects at the office and following the activities in the sites. 
• Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to project implementation and liaison with the donor and the government counterparts; 
• Follow up on day-to-day financial and administrative activities of the projects including managing field visits arrangement, information dissemination, correspondence and translation; 
• Liaise with the project team to ensure timely submission of progress reports, plans and relevant documents;
•  Assist in following-up with finance, procurement and human resources units and ensure timely delivery of services;
•  Organize meetings for the SIERY Project, as well as recording meetings by taking notes, preparing minutes and recording decision points generated; 
• Support the organization and planning of the project kick-off and end of project transition planning meetings, and follow-up on the project-related action points originating from these meetings. 
• Ensure an effective management and communication channel between the project manager , the senior project engineer, project team and the field-based engineers, in addition to a rapid response to any issue in the field. 
• Ensure quick response to fieldwork from the SIERY project management.
•  Undertake field visits to provide guidance and supervision as well as to regularly monitor the progress of activities.
•  Archiving, whether electronic or paper, writing minutes of meetings, and following up on the tasks contained therein.

 Reporting:

•  Ensure that reports are based on both quantitative and qualitative data which will be collected, analyzed and compiled to reports on a weekly and monthly basis.
•  Ensure timely submission of high-quality progress reports (weekly, monthly, quarterly, and final) to the Project Manager and senior project engineer. 
• Monitor project implementation and generate quality assurance reports using donor-provided formats. Verify reports with supporting documents and ensure compatibility with donor requirements. 
• Ensure that reports are based on both quantitative and qualitative data which will be collected, analyzed and compiled to reports on a weekly and monthly basis. 
• Proactively identify and flag potential contract variations for approval by the Project Manager and ADO organization. 

Quality Assurance and Control: 

• Participate in SIERY planning processes and actively support the delivery of SIERY activities in line with the project framework and Manual.
•  Address the quality assurance notes and comments reported by the quality assurance and ESSH officers.
•  Assess the activities undertaken and ensure efficient use of resources; 
• Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities.
•  Discuss, plan and deliver appropriate corrective actions, including based on SIERY findings and recommendations; 
• Manage the collection and application of appropriate lessons learnt and best practices to project, and ensure these lessons learnt are pro-actively shared with the supervisor and other team members to apply them in future project development processes.

 Project Documentation :

• Manage document filing procedures (hard copy and electronic) for reports, project narratives, financial documents, and knowledge products. 
• Contribute to project-related communications and advocacy events. Assist with processing publications and project communications.
•  Compile, copy, and file all project reports. Maintain a well-organized and accessible filing system for project inventory, attendance records, and other documents. In addition to the above-mentioned tasks, project assistant should comply to any additional directions by the direct supervisor.

Career Path/ Career Cluster: Program Management 

Experience and Qualifications    

• University degree in civil engineering, environmental engineering, project management, relevant field, or equivalent experience; 
• Minimum of 3 years of experience managing projects in humanitarian and development contexts, preferably related to water sanitation or infrastructure development; 
• Demonstrated experience in project planning, implementation, monitoring, and reporting; 
• Proficiency in MS Office Suite, project management software (if applicable), and basic data analysis tools;
•  Excellent project management and organizational skills with the ability to multitask. 
• Fluent spoken and written English required.
•  Strong communication skills, with the ability to effectively present information and respond appropriately to questions from senior management, donors, and senior government leaders. 
• Proven leadership and management skills including planning and budget tracking capacities. 
• Strong networking, leadership, and interpersonal skills are required. 
• Excellent time management skills and the ability to prioritize work. 
• Proficiency in computer skills (MS Office, MS Excel, and MS PowerPoint, and Outlook, in particular

Gender: Male\ Female