• Position Title: Project Assistant
• Location:  Aden, Yemen
• Reports To: Project Manager 
• Deadline:  February 26, 2025

Summary

The Project Assistant will provide comprehensive administrative and operational support to ensure the effective implementation of project activities. They will assist in project coordination, logistical arrangements, stakeholder communication, and documentation to maintain smooth project execution. This role requires excellent organizational and multitasking skills to support various aspects of project management while ensuring compliance with organizational policies.

Key Responsibilities:

1.    Project Coordination:

a.    Assist in planning, organizing, and tracking project activities to ensure adherence to timelines and deliverables.
b.    Support the project team in coordinating activities among different departments and external stakeholders.
c.    Maintain clear communication between the project team and relevant stakeholders to facilitate smooth project implementation.
d.    Support the development and monitoring of work plans, schedules, and task assignments.

2.    Administrative Support

a.    Maintain accurate and well-organized project documentation, including reports, meeting minutes, and correspondence.
b.    Schedule and coordinate meetings, assist in the preparation process of the agendas, and document key discussions and action points.
c.    Ensure compliance with internal policies and donor guidelines in administrative processes.
d.    Handle travel arrangements, logistical support, and general office coordination for the project team.

3.    Logistics and Event Coordination

a.    Plan and manage logistics for workshops, training sessions, and project-related events, including venue booking, catering, and participant coordination.
b.    Ensure smooth execution of events by liaising with service providers and managing necessary supplies and materials.
c.    Oversee participant registration, attendance tracking, and post-event documentation.
d.    Manage post-event logistics, including reconciliation of expenses and reporting
4.    Reporting & Documentation:
a.    Assist in the preparation of project progress reports, ensuring clarity, accuracy, and adherence to organizational reporting standards.
b.    Support the collection and consolidation of project data for internal and external reporting.
c.    Maintain a database of project milestones, key activities, and lessons learned for knowledge-sharing purposes.
d.    Contribute to the documentation of success stories, challenges, and project impact.

Qualifications:

• Bachelor’s degree in Business Administration, Project Management, or a related field.
• Minimum of 1-2 years of experience in project coordination, administration, and logistics.
• Previous experience in:
  • Managing schedules, calendars, and meetings for project teams.
  • Preparing reports, presentations, and project documentation.
  • Handling correspondence and communication with stakeholders.
  • Coordinating logistics for project-related events such as travel, reservations, workshops, training, and meetings.
  • Assisting in budget preparation and expense tracking.
  • Processing invoices, purchase orders, and financial reports.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Attention to detail with a proactive approach to problem-solving.
• Ability to manage multiple tasks effectively and meet deadlines.
• Strong interpersonal skills to collaborate with diverse teams and stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).