Title:  Admin Assistant

Location: Youth Leadership Development Foundation

Duty Station: AL-Mukalla -Hadramout

Terms:     Full - Time Job

Duration: 12 months(Renewable )

Deadline: 03-10-2025

About YLDF:

Youth Leadership Development Foundation (YLDF) is a non-governmental non-profit organization, located in Sana’a capital city of Yemen. YLDF was founded to support youth in voicing their opinions and needs, and participating in Yemen’s development, especially underprivileged and female youth. 

To learn more about YLDF, visit our website https://www.yldf.org/ and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter.

Background

Reporting to the Livelihood Project Manager will take the lead overall logistic and administrative tasks for YLDF project during the implementation phase in collaboration with other support units. The Project Admin Assistant will perform the following key functions and tasks under the direction of the Livelihood Project Manager. This position will provide direction, assistance and support for the project field and casual team

YLDF is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in program results.

Essential Job Responsibilities

1-Participate with the project team in developing project technical, financial, and field plans.

2-Supports implementation of the project’s activities by following up on activity updates in the field.

3-Follow up with relevant stakeholders.

4-Prepare all logistics for the project meetings, workshops, and trainings.

5-Supervise the data management team and process for the project beneficiaries and related communities.

6- Lead the facilitation of the field activities.

7-Assist in the process of expenditures and procurement of the activities.

8-Assist in the supervision of the FSP and SP for the project activities.

9-Communicate with the project beneficiaries, trainers, facilitators, and all stakeholders as required.

10- Monitor and follow up with the field team through field visits, reviewing field plans and reports.

11- Conduct field visits to the project-targeted governorate when needed.

12- Data entry for the project evaluations, beneficiaries, trainers, and facilitators as needed.

13- File and update field contacts and correspondence in order to ensure information sources' accuracy and its availability on a regular basis, and ensure project files are kept updated and have the most current information; process incoming documentation from partners.

14- Assists in documenting activities and workshops, and has media documentation organized and properly filed.

15- Admin support for the project team, including:

1. Attends meetings with relevant clusters, partners and takes minutes.
2. Types correspondences and follows up on them.
3. Ensures documents requiring a signature are approved and processed in a timely manner. 
4. Receives and collects documents related to the project activities and maintains an accurate and complete filing system electronically and in hard copies.
5. Supports the project team in organizing field visits for the project team and takes care of travel and vehicle arrangements.
6. Supports the coordination of logistics for training and workshop activities.
7. Supports logistics, including invitations, participants’ cards, desk signs, participants’ lists, attendance lists, invoices, per diem forms, making copies needed for the training materials, certificates, and filling up request forms for stationery needed.
8. Distributes materials to participants such as handouts, pens, brochures, and evaluation forms.
9. Performs any other related duties as may be assigned.
10. Coordinate with units in charge of any duties to ensure smooth implementation of the activities.

16- Comply with YLDF policies and practices with respect to code of conduct, protection and safety, equal opportunities, and other relevant policies and procedures.

17- As and when requested, represent YLDF in external forums, ensuring the YLDF profile is positively maintained as per YLDF values, objectives, strategy, and advocacy plan. This includes proactively representing in cluster coordination meetings and maintaining contact with relevant local authorities and other agencies; ensuring that the YLDF mandate, vision, approach, and activity are understood and accepted.

This job description is not intended to be all-inclusive, and the employee will also perform other related tasks as required and be responsible for reporting and communication of progress and achievement of the specific assigned tasks, including field visits to other governorates to supervise, implement CVA projects.

Qualifications and experience required:

·A bachelor’s degree or equivalent certificate/diploma or similar qualification from a recognized establishment or equivalent experience.

1. At least two years’ experience of working in a relevant field, including demonstrable experience in managing emergency and development projects.
2. Good understanding of a humanitarian situation and civil society issues in Yemen.
3. Good understanding of IT and Business, with a solid foundation in information technology concepts relevant to current technologies, software development, and IT training methodologies.
4. Willingness and ability to undertake frequent travel within Yemen, and some international travel
5. Ability to manage multiple tasks effectively with attention to detail and an orderly approach to tasks.

Other Skills & Conditions:

1.  Ability to work independently and as a team player/member who is able to support other team members.
2. Able to work with local communities in a sensitive and participatory manner.
3. Ability to respond on short notice and plan and execute several activities at once.
4. Ability to work under pressure, as part of a team or independently, and meet deadlines consistently.
5. Able to communicate clearly and sensitively with internal and external stakeholders as a representative of YLDF.
6. Strong interpersonal and communication skills required.
7. Integrity: Works with trustworthiness and integrity and has a clear commitment to YLDF's core values and humanitarian principles.
8.  Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to gender and diversity. Has a capacity to make accurate self-assessment, particularly in high-stress and high-security contexts.
9. Leadership skills that include team management and knowledge transfer.
10. Excellent level of computer proficiency.
11. English and Arabic (written and spoken)