Key Responsibilities
1. Data Management, Monitoring, and Reporting
- Collect, record, compile, verify, and clean beneficiary and activity data for CARE/ECHO projects in coordination with the MEAL team.
- Maintain activity trackers, attendance records, implementation calendars, and work plans, monitor progress against agreed activities and indicators, and flag delays or gaps to the GBV Officer and Project Manager, as relevant.
- Compile supporting information and documentation for weekly updates and monthly, interim, and final project reports, including activities delivered, beneficiary reach, referrals, trainings conducted, follow-up calls, implementation challenges, and progress against indicators.
- Contribute to project planning and review processes under the supervision of the Project Manager and relevant project or medical coordinators, and prepare brief updates for team meetings.
2. Referrals and Service Mapping
- Sustain a reliable, updated referral sheet every quarter with all new services identified. Using multiple referral platforms such as activity info, RIMS, RAIS referral platform.
- Support the referral hotline by responding to inquiries, providing information about available services, and directing people with identified needs to appropriate service providers in their areas, in line with the Inter-Agency Minimum Standards on Referrals and approved referral procedures.
- Coordinate with service providers and stakeholders to verify service information and follow up on administrative referral actions, while respecting informed consent, confidentiality, and authorized information-sharing procedures.
3. Activity Planning and Coordination, Including GBV Activities
- Support the GBV Officer and field team in coordinating and scheduling GBV awareness sessions, psychosocial support (PSS) activities, life-skills sessions, community events, trainings, meetings, and other project activities.
- Assist with logistical arrangements for project activities, including venue coordination, transport, activity materials, attendance sheets, participant communication, and coordination with relevant partners.
- Prepare and organize activity documents, including agendas, session plans, training materials, activity reports, attendance records, referral forms, and other approved project tools.
- Track agreed action points, collect updates from relevant team members, and prepare brief summaries for team meetings.
4. Administrative, Operational, and Financial Support
- Provide administrative and operational support to project teams as needed, including coordination with IT for computer systems, electronic systems, and software applications.
- Support the preparation, revision, and organization of administrative documents, including MOUs, finance sheets, and project reporting tools, in coordination with the relevant departments.
- Submit monthly purchase requests to the Procurement department for project needs, including recharge cards and office supplies, in line with internal procedures.
- Support the preparation and tracking of activity-related payment requests, transport allowances, and other project expenses, and ensure that the required supporting documents are complete before submission to the relevant departments.
- Coordinate with Procurement and Finance colleagues to follow up on administrative requirements and the status of submitted requests, as assigned.
- Support the procurement process by preparing and following up on order requests, coordinating with the Support team, and tracking the delivery of requested goods and services.
- Support the opening and daily functioning of field offices by coordinating with field staff to check the availability of office supplies, equipment, and other required tools, and follow up on any identified needs with the relevant departments
5. Stakeholder Coordination and Project Support
- Liaise with community stakeholders, partners, and service providers to support project implementation and identify relevant services, as requested by the supervisor or GBV Officer.
- Assist in coordinating communication and meetings with community stakeholders and service providers, while ensuring that sensitive GBV information is not shared without authorization.
- Contribute to the identification and development of tools required for project implementation, in coordination with the relevant teams.
- Support the planning and review of project activities and provide updates on implementation progress, challenges, and identified service or activity gaps.
6. Documentation, Confidentiality, and Data Protection
- Maintain an organized and secure filing system for project documents and activity records, following organizational data protection, confidentiality, and information-sharing procedures.
- Maintain confidentiality when handling beneficiary information, referral records, attendance sheets, and project documentation.
- The Project Assistant’s role is limited to administrative and programmatic support. She will not conduct GBV case management, assess survivor risk, make case-management decisions, or access confidential case files unless specifically authorized and appropriately trained under organizational protocols.
7. Other Duties
- Perform other relevant duties and responsibilities assigned by the line manager, in line with the role, project needs, and organizational procedures.
Desired Education and Essential Skills
- University degree in Business Management, Social Sciences, Political Sciences, or a related field.
- Knowledge of and experience in the humanitarian sector.
- 1 to 2 years of experience in a related field.
- Previous experience with NGOs or INGOs is an advantage.
- Fluency in Arabic and English, both written and spoken.
- Ability to work independently and as part of a team, with limited supervision.
- Good communication, documentation, and report-writing skills.
- Strong organizational and time-management skills, with the ability to manage competing priorities and work under pressure.
- Ability to adapt to project constraints and work in an unstable or changing environment.
- A positive, solution-oriented attitude, flexibility, and willingness to respond to evolving project needs.
