Programs Assistant

Job Purpose:

To provide necessary assistance and support in implementing all assigned projects in Syria and ensure their execution within time, budget, and quality

Main Duties and Responsibilities:

• Assist in preparing the project implementation plan in cooperation with the Programs Director and the implementation team.
• Participate as required in project kick-off, close-out, and review meetings.
• Ensure documentation and follow up of action points in a timely manner.
• Supervise the implementation of projects and activities on a daily manner. This includes directing activities, avoiding mistakes, and receiving and submitting projects reports.
• Prepare, develop and review the reports to be submitted to donors. These could include daily, weekly, quarterly, progress and final reports.
• Follow-up with other departments in relation to projects activities.
• Prepare weekly implementation work plans and follow up the implementation with the field team.
• Participate in the offers opening, and procurement committee to evaluate the competing bids and help choose the winning bid.
• Follow up on the project agreement conditions.
• Assist in preparing project proposals based on the technical and humanitarian needs assessment conducted by the field and MEAL teams.
• Be fully responsible for meeting donor targets and compliance requirements through activities, means of undertaking activities, and in all other documentation.
• Ensure, with the finance department, that activities and expenses are regularly monitored and as needed, action plans with follow-up are developed to correct any over- or underspending in a timely manner.
• Represent SEMA and the programs department and ensure effective participation in technical groups, cluster meetings and workshops with partners, donors, and other parties.
• Manage communications, reporting and relationship development with the related clusters.
• Receive, update, and monitor all projects data and indicators.

Qualification, Experiences and Competencies.

1. Essential:
   • • Preferably, the candidate should hold a university degree in Medicine, Pharmacology, Nursing, Dentistry, or any other medical field, or engineering.
       – At least 2 years of related experience in a similar position.
       – Intermediate skills in the English language.
2. Desirable
   • • Certified PMD Pro1 & PMD Pro 2
       – Intermediate skills in the Turkish language.
       – Verified experience in humanitarian work and principles.
       – Verified experience in dealing with donor’s policies, procedures, requirements, and compliance.

Required Competencies

1. Technical Competencies (TC):

• • Intermediate knowledge of project management.
• • Advanced knowledge in project development.
• • Advanced knowledge in report writing.
• • Basic knowledge in remote management tools and techniques.
• • Basic knowledge in partnership building.
• • Basic knowledge of budget management.
• • Advanced knowledge in Excel & Word
• • Basic knowledge in proposal writing.

1. Core Competencies (CC):

• • Accountability
• • Stakeholder Orientation.
• • Communication
• • Teamwork
• • Planning and organizing
• • Commitment to Continuous Learning
• • Creativity
• • Technological awareness Main Duties and Responsibilities:
    – Assist in preparing the project implementation plan in cooperation with the Programs Director and the implementation team.
    – Participate as required in project kick-off, close-out, and review meetings.
    – Ensure documentation and follow up of action points in a timely manner.
    – Supervise the implementation of projects and activities on a daily manner. This includes directing activities, avoiding mistakes, and receiving and submitting projects reports.
    – Prepare, develop and review the reports to be submitted to donors. These could include daily, weekly, quarterly, progress and final reports.
    – Follow-up with other departments in relation to projects activities.
    – Prepare weekly implementation work plans and follow up the implementation with the field team.
    – Participate in the offers opening, and procurement committee to evaluate the competing bids and help choose the winning bid.
    – Follow up on the project agreement conditions.
    – Assist in preparing project proposals based on the technical and humanitarian needs assessment conducted by the field and MEAL teams.
    – Be fully responsible for meeting donor targets and compliance requirements through activities, means of undertaking activities, and in all other documentation.
    – Ensure, with the finance department, that activities and expenses are regularly monitored and as needed, action plans with follow-up are developed to correct any over- or underspending in a timely manner.
    – Represent SEMA and the programs department and ensure effective participation in technical groups, cluster meetings and workshops with partners, donors, and other parties.
    – Manage communications, reporting and relationship development with the related clusters.
    – Receive, update, and monitor all projects data and indicators.
    – Qualification, Experiences and Competencies.
    – Essential:
    – – Preferably, the candidate should hold a university degree in Medicine, Pharmacology, Nursing, Dentistry, or any other medical field, or engineering.
    – At least 2 years of related experience in a similar position.
    – Intermediate skills in the English language.
    – Desirable
    – – Certified PMD Pro1 & PMD Pro 2
    – Intermediate skills in the Turkish language.
    – Verified experience in humanitarian work and principles.
    – Verified experience in dealing with donor’s policies, procedures, requirements, and compliance.
    – Required Competencies
    – Technical Competencies (TC):
    – – Intermediate knowledge of project management.
    – – Advanced knowledge in project development.
    – – Advanced knowledge in report writing.
    – – Basic knowledge in remote management tools and techniques.
    – – Basic knowledge in partnership building.
    – – Basic knowledge of budget management.
    – – Advanced knowledge in Excel & Word
    – – Basic knowledge in proposal writing.
    – Core Competencies (CC):
    – – Accountability
    – – Stakeholder Orientation.
    – – Communication
    – – Teamwork
    – – Planning and organizing
    – – Commitment to Continuous Learning
    – – Creativity
    – – Technological awareness