Job Title:  Planning and Reporting Officer
Organizational Unit / Duty Station: YRCS PMER department, YRCS Headquarters, Sana’a, Yemen
Line Manager: PMER Manager, YRCS PMER Department
Duration: One Year with possibility to extend
Level: D1

Organizational context 

The Yemen Red Crescent Society (YRCS) is the largest national humanitarian organization in Yemen The YRCS was first established in 1968 and implements humanitarian operations in response to disasters and crises as well as supporting projects to improve health, water, hygiene and sanitation for vulnerable communities. Implementation is carried out through its country-wide volunteer network, often in conjunction with financial, technical and in-kind support from other RCRC Movement partners, institutional donors and other local and international organizations.

YRCS is a member of the International Red Cross and Red Crescent Movement and is committed to the fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. The YRCS also commits to the Code of Conduct of the Movement. All services and activities are guided by its Statutes. YRCS also supports and complements the country’s authorities in providing humanitarian services to Yemen’s most vulnerable and marginalized populations. 

YRCS is led by its Secretary General, and has its Headquarters in the capital city of Sana’a and a presence in all 22 governorates of Yemen, with 22 branches and 17 divisions. The Headquarters itself comprises several departments, including disaster and crisis management; health; water, sanitation and hygiene; finance and administration; and media and communications. 

The Planning, Monitoring, Evaluation and Reporting (PMER) department is based at the YRCS Headquarters in Sana’a. This department functions within the organizational context of YRCS activities, and serves to support the planning, monitoring, evaluation, reporting, accountability and learning functions for the YRCS at headquarters and branch levels.

The Planning &Reporting  Officer is based at the YRCS Headquarters in Sana’a, and supports the YRCS’s activities with technical planning and reporting guidance and implementation. The Planning &Reporting  Officer reports to the PMER Manager and will work closely with YRCS programmes and projects at headquarters and branch levels as well as with her/his own team members.

Job purpose

The YRCS Planning and Reporting Officer will focus on supporting and strengthening reporting systems, mechanisms and capacities of the YRCS within the overall YRCS PMER system. This will support more efficient and effective reporting of the YRCS’s interventions, and contribute towards greater accountability to key stakeholders, partners and donors, including YRCS’s own management.

The Planning &Reporting Officer will provide comprehensive technical support in collecting and collating information from the implementation of YRCS programmes and projects, and assist the programme departments and management to compile, review and finalize their respective reports. In this, the Planning &Reporting  Officer will work closely with programme and project staff and provide technical support in reporting activities such as progress reports on programme/project implementation, annual reports, pledge-based reports to donors, partners and key stakeholders, Lessons Learnt and other workshop reports, etc. In terms of programme and project reports, the Planning &Reporting Officer will provide technical guidance and support to programme/project managers who will prepare these reports themselves. These reports will be shared with the relevant stakeholders to inform future programme and project planning. The Planning &Reporting Officer will also support and facilitate training and coaching of the YRCS staff in reporting skills, use of reporting tools and templates, and quality reporting standards as needed.

The Planning &Reporting Officer will provide technical assistance and guidance to YRCS staff in developing and coordinating Reporting processes for their respective programmes and projects, such as ensuring schedules are in place to meet given deadlines in a timely manner; reviewing and providing feedback on report drafts, and ensuring quality presentation and document integrity standards are in place prior to submission. This will support overall quality, performance and accountability of YRCS interventions as part of the overall PMER cycle.

The Planning &Reporting Officer will also work to ensure efficient, effective and timely submission of reports to ensure seamless planning, revision and implementation of programmes and projects, and maintenance of accountability and credibility with partners, donors and key stakeholders.

In relation to the PMER team itself, the Planning &Reporting Officer will provide technical skill and knowledge in reporting methodologies, tools and processes, working together in harmony with the other functions of the team and in line with IFRC PMER standards and guidelines. 

Also, the Planning &Reporting Officer will be a focal point for specific YRCS reporting activities and functions for the YRCS.

Job duties and responsibilities

Planning 

• Support quality and accountability of the YRCS programs plans. 
• Support and facilitate planning for reporting activities for respective YRCS programmes and projects to ensure reporting deadlines are met.
• Participate and give guidance to the emergency plan of action, annual plan, and program planning processes as well as following up recommendations (internal and external).
• Provide technical guidance and support to programmes and project managers and officers on the preparation of monthly/quarterly and annual plans and reports. 
• Support in following up on internal and external recommendations of programme teams and on the action plans in order of priority with the programme/project officers.
• Develop structures, tools and processes for better reporting functions, and meet reporting needs of all YRCS programmes in alignment with YRCS priorities and partner support.
• Support M&E colleagues in development and design of data collection tools and methodologies from a reporting perspective 
• Conduct regular reviews and revision of existing YRCS templates, formats, systems and processes related to reporting for improved effective and efficient performance management. 

Monitoring and Evaluation

• Capture learning from the programmes/projects in reports and share this with Movement partners.
• Provide technical support to YRCS departments in reporting on their findings from M&E activities.
• Provide hands-on technical assistance to YRCS programmes/projects with reporting based on data collection and analysis.
• Assess and evaluate reporting tools, functions and processes to support improvement and promotion of YRCS work, and enhance the culture of overall PMER in YRCS.
• Review baseline, midterm review, and final evaluation Terms of Reference (TORs) and assist with project evaluations or other assessments, including rapid or in-depth sectoral assessments, in new or existing project areas as needed.
• Support in developing project evaluation TORs.
• Regularly collect case studies, success stories, and human-interest stories that tell an interactive story of the development impact of project activities.
• Conduct regular site visits or when required to monitor service provision and support evidence-based reporting.
• Support CEA technical staff and M&E team members in preparing tools to assess beneficiary satisfaction regarding interventions.
• Validate and distribute the final versions of the monitoring and evaluation reports, studies, and analyses produced by the PMER team.

Reporting

• Prepare monthly/quarterly reports to disseminate to IFRC, in-country partners, donors and other key stakeholders.
• Provide technical support to programme and project officers on the preparation of monthly/quarterly and annual reports. 
• Support the YRCS PMER Manager in compiling and collating the YRCS annual report.
• Produce and share reports of overall PMER activities with the relevant parties. 
• Conduct quality checks on input from programme/project and other parties when compiling reports.
• Provide monthly reports to the PMER Manager on overall reporting activities completed and ongoing.
• Support M&E colleagues in compiling and producing reports from M&E results, data analysis and assessment in collaboration with IFRC, ICRC, PNSs or other partners where needed.
• Provide technical reports on YRCS reporting functions and activities to support decision-making processes and promote lessons learned and accountability.
• Support Community Engagement and Accountability (CEA) activities with technical reporting support at headquarters and branch level. 
• Create a database to store, record and classify all reports for YRCS to ensure a reference bank and institutional memory is in place. 

Capacity Building

• Organize and facilitate reporting training for YRCS staff and volunteers, using existing Red Cross Red Crescent Movement approaches.
• Promote the use of IFRC online PMER learning resources.
• Continuously improve and propose reporting templates and tools for YRCS to facilitate and enhance clarity, accountability and transparency in reporting to key stakeholders.
• Support and contribute to lessons learnt workshops for programmes/projects to capture achievements and challenges, and record proposed recommendations for future planning.

Duties applicable to all staff

1.    Actively work towards the achievement of the YRCS humanitarian goals 
2.    Abide by and work in accordance with the Red Cross and Red Crescent fundamental principles and Code of Conduct 
3.    Undertake relevant work-related duties that may be required

Position Requirements