Health Project Assistant (VRN: HPA-TZ-26-006)

• POSITION TITLE: Health Project Assistant.
• REPORTING TO: Health Coordinator/Head of Office (HoO) -Taiz.
• LINE MANAGEMENT RESPONSIBILITIES: N/A.
• DEPARTMENT: Program/Health.
• DUTY STATION: Taiz Office.
• CONTRACT TYPE: Fixed Term.

WORKING RELATIONSHIPS: Reporting to the Health Coordinator and the HoO (technically and administratively), the staff will fully support the line supervisor to ensure smooth implementation of project deliverables, maintain proper filing of project reports and documents (both hard & soft copies), keep health databases accurate and up to date, and facilitate all procurement (and maintenance procurement Tracker) and financial processes. 

Job Purpose: 

The Health Project Assistant will support the line supervisor to effectively implement all funded health-related projects in all the project areas. This will be in terms of following up with field teams in actualizing all the planned project activities, tracking of all raised purchase requests & cash advances, and timely and proper filing of project reports & documents. 

KEY RESULT AREAS:  
Technical Level
(Only key points to be mentioned rather than activities)      

• Please see below Key accountabilities section.

Operational Level
(Only key points to be mentioned rather than activities.    

• Please see below Key accountabilities section.

Organizational Level
(Only key points to be mentioned rather than activities)    

• Please see below Key accountabilities section. 

KEYACCOUNTABILITIES:

The following are the main responsibilities that the role holder will be accountable for: 

The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff. This includes, but is not limited to: 

1. Keenly review all submitted activity budget estimates/breakdowns, purchase requests and cash advances under Health-funded projects to ensure they are in line with IRY procurement procedures and other agreed guidelines and that they are processed promptly with minimal payment delays. 
2. Follow-up procurement request of health project items, cash advance request, procurement status with the concerned departments to ensure timely approval. 
3. Under the guidance of the line supervisor, make coordination/planning visit to the government MoPHP and other stakeholders. 
4. Closely coordinate with field teams and Admin departments in recruitment of required project-supported Health Workers (HWs) and Community Health Volunteers (CHVs) and ensure contracts are processed/issued in a timely manner.
5. Budget tracking of all raised purchase requests and tracking of procurement processes and keeping the Procurement Tracker always updated. 
6. Assist the line supervisor and M&E in reviewing health-related progress reports and other relevant data to ensure they are of good quality. 
7.  Reporting and data entry to the DHIS Yemen health information system in a timely manner. 
8.  Coordination with National MOPH and other stakeholders in getting approved IEC materials, training materials, guidelines, and good filing and sharing with field teams where needed. Establish a health library for all technical guidelines/documents for reference. 
9. Assist in preparation of sub-agreements and follow up with authorities to signing. 
10. Coordinate with MOPHP at national level to properly plan and execute organized project beneficiaries' trainings in collaboration with Health Project Officers. 
11. Maintain a great relationship with all IRY support departments (HR, Finance, Admin, Procurement, Security, Logistics, Media) for smooth implementation of health projects by clarifying project objectives, activities, and implementation modalities. 
12. Make regular field visits for technical support to IRY field staff and participate in some key activities like trainings to ensure required standards are maintained. 
13. Proper filing of all key project documents (approved proposal agreements, MOPIC sub-agreements, MOPHP sub-agreements, GHO-approved documents/letters) and financial documents (approved purchase requests and cash advances). 
14. Actively participate in National and sub-cluster health meetings. He will be expected to participate in organized Sanaa Sub-Cluster meetings (to represent IRY teams). 
15. In close collaboration with media and communication officer, develop a process based case stories and fact sheets to show case project achievements. 
16. Under the guidance of the HPC, search and provide information for analysis and future programme development. 
17. Arrange and keep track of all planned coordination meeting/planning meetings/appointments with key health stakeholders (MOPHP, I/NGOs, health cluster) as advised by the line supervisor and as per received external communications. 
18. Closely coordinate with field teams and Admin departments in recruitment of required project-supported Health Workers (HWs) and Community Health Volunteers (CHVs) and ensure contracts are processed/issued in a timely manner. 
19. Work closely with field teams in gathering any required data/information of the health facilities needs assessment and other relevant studies. 
20. Actively participate and support the line supervisor in proposal and concept note development and keeping Project Mapping always updated. 
21. Perform any other duty as requested by the line supervisor and in the interest of the organization. 

PERSON’S SPECIFICATIONS:

It is essential that the post holder demonstrates a good understanding of and empathy with Islamic values and principles, together with a strong commitment to Islamic Relief Worldwide's vision, mission and core values.

Qualification:

• Bachelor degree of medical background. 

Certifications:

• Relevant certifications will be highly desirable.

Experience:

• A minimum of 2 years of work experience with I/NGOs in a similar position.
• Past experience in implementation of health projects (primary and secondary health care). 
• Strong understanding of donor regulations, reporting and internal control systems is desirable.

Computer Skills:

• Required, strong working knowledge of MS Office, particularly advanced Excel.
• Strong knowledge and practical experience of ERP/ management systems is desirable.

Key Personal Qualities:

• Strong analytical and problem-solving skills.
• High integrity and accountability.
• Strong attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• leadership and team-management skills.
• Ability to coach and develop staff.
• Ability to work effectively under pressure.
• Ability to manage competing priorities and deadlines.
• Resilience and adaptability in challenging environments.
• Strong teamwork and collaboration.
• Ability to plan and organize work independently with minimal supervision, paying attention to detail and completing the planned tasks in a timely manner 
• Organizational and planning skills 
• Respectful, facilitating change, problem-solving, team contributing to team success, negotiation skills.