Project Assistant

Syria

Humanitarian/Disasters

Finished or Exempted (For male)

The Project Assistant will be a full-time employee of ZOA Syria Program Department, under the direct supervision of the Project Manager. The Project Assistant provides support for the implementation of ZOA projects throughout the whole projects cycle in the sectors of (WASH, FSA, ERL, Education, NFI/Shelter, etc.). The Project Assistant ensures a high standard of projects activities implementation on the field level and the delivery of timely and quality project activities reports and results according to the projects’ logical framework. The Project Assistant is also accountable for ensuring compliance with donor and ZOA internal standards.

Projects Related Tasks
•Oversee through field visits day-to-day operations and implementation of ZOA’s projects activities;
•Assist in maintaining the tracking system of pending issues related to stakeholders;
•Proactively identify and manage potential challenges and risks that ZOA may face during the projects implementation, propose and implement mitigation measures and, as needed, contingency plans;
•Supervise the distribution process in a manner that will ensure all targeted beneficiaries receive all planned commodities and in their rightful rations;
•Ensure all supplies arriving at the distribution point are properly accounted, and the commodities are of correct quantities and quality as manifested by the waybill and Good Received Notes (GRN);
•In consultation with the Project Manager, determine the best modality for required assessments to be conducted and ensure their proper implementation;
•Assist in developing projects work plans based on expected projects outputs and results; participate in their implementation including undertaking rapid needs assessments, scoping, designing, implementing, and monitoring of the projects, under the full guidance of the Project Manager;
•Ensure that the implementation of the projects has been carried out with full compliance to the Book of Conditions (BoC) and Bill of Quantities (BoQ) and the technical offer related to each project, and report any changes or poorly implemented works to the Project Manager;
•Liaise with technical staff from other organizations under the full guidance of the Project Manager to avoid any duplication and ensure complementarity;
•Conduct inspections at the contractors/suppliers warehouses.

AAP
•Engage with the target community and represent ZOA to local populations or representatives;
•Starting from the inception phase, assist in ensuring the highest community understanding and participation in the implementation of the projects’ objectives and activities;
•Conduct focus group discussions and key informant interviews and prepare the reports.

Volunteers Management
•Assist in the training and management of volunteers with the support of the Project Manager;
•Supervise the volunteers while doing their tasks in the field or office and collect their work reports;
•Assist in preparing volunteers periodic evaluation and suggest required trainings under the guidance of the Project Manager;
•Prepare the attendance sheets of the volunteers and submit them to the HR in a timely manner.



Reporting
•Attend and take minutes of meetings ,follow up on necessary action points and maintain records;
•Translate (English to Arabic and vice versa) some limited-in-size documents;
•Submit reports on distribution/activities, challenges faced, and lessons learned;
•Assist in the timely preparation of reports and documents related to the project;
•Prepare inspection reports;
•Report any incident that must be brought to the Project Manager’s attention (e.g., security, accountability, code of conduct, external interference, etc.);
•Assist in archiving all projects related documents in soft and hard copies according to ZOA’s and donors’ regulations and ensure that the filing system is kept up to date at all times;
•Ensure that the photos of the activities of the projects are taken in a proper way so that are useful for reporting and serve as proof of activities.
General
•Fully adhere to ZOA’s safety and security protocols and procedures and ensure that all staff and volunteers working on the implementation of the projects also adhere to them;
•Contribute to ongoing security management and planning as necessary;
•Handles confidential information and sensitive issues reliably and responsibly;
•Any additional tasks could be requested by the line manager or higher positions.

Regular travel to the field is required
Possibility to work extra hours and during days off when requested

Only selected candidates will be contacted and invited to participate in the process of recruitment. Documents that do not match the profile above will not be considered.


Please note that ZOA have may not choose to appoint this position on completion of interviews if a suitable candidate is not found and / or if needs change and the position is no longer necessary.

Duration of Position: 6 months renewable subject to performance and funding, (first three months are probation period).

ZOA is an international NGO, which offers RELIEF to people who are affected by conflict or natural disasters. ZOA wants to contribute to a new perspective of HOPE in which people work together for a promising future in dignity and mutual trust. Together with the affected communities, we work on the RECOVERY until they can provide to take care of their livelihoods. The work of ZOA is coordinated from the Netherlands. From there ZOA operates in seventeen countries in Africa, Middle East Region and Asia. ZOA works approximately with 900 employees worldwide.

ZOA has provided emergency relief to Syrians in Syria and neighbouring countries since 2014. After ZOA’s registration with the Ministry of Foreign Affairs (MOFA) in 2018, the organization established an office in Damascus in 2019. Since then, ZOA has been working with crisis affected communities across Livelihoods, WASH, Education and Shelter sectors. ZOA implements directly, as well as through local partners. ZOA seeks to reach the most vulnerable groups- women, children, elderly, female headed households, persons with disablities and internally displaced persons.

Nov 14, 2024

English