Job Title: Reporting assistant 
Organizational Unit / Duty Station: YRCS PMER/CEA department, YRCS Headquarters, Sana’a, Yemen
Line Manager: PMER/CEA Manager
Duration: One Year with the possibility to extend
Level: C4

Organizational context 

Yemen Red Crescent Society (YRCS) is the largest national humanitarian organization in Yemen.  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. 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, Reporting, and Community Engagement and Accountability (PMER/CEA) 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 reporting assistant is based at the YRCS Headquarters in Sana’a and supports the YRCS’s activities with technical monitoring, evaluation, and reporting guidance and implementation. The reporting assistant reports to the PMER/CEA 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 reporting assistant will focus on supporting and strengthening monitoring, evaluation, and reporting systems, mechanisms and capacities of the YRCS within the overall YRCS PMER/CEA 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 reporting assistant 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 monitoring, evaluation, and reporting 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 reporting assistant 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. monitoring, evaluation, and reporting 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 reporting assistant will provide technical assistance and guidance to YRCS staff in developing and coordinating monitoring and reporting processes for their respective programmes and projects, such as ensuring schedules are in place to meet given deadlines promptly; reviewing and providing feedback on report drafts, and ensuring quality presentation and document integrity standards are in place before submission. This will support overall quality, performance, and accountability of YRCS interventions as part of the overall PMER cycle.

The reporting assistant will also work to ensure efficient, effective and timely delivery of M&E results and findings to ensure seamless planning, revision, and implementation of programmes and projects.

In relation to the PMER team itself, the reporting assistant will provide technical skills and knowledge in M&E 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 reporting assistant will support the M&E officer, who is the focal point for specific YRCS M&E activities and functions for the YRCS.

Job duties and responsibilities

Planning 

• Prepare and implement annual M&E work plans that support the YRCS Emergency Strategy and the Monitoring, Evaluation, Accountability, and Learning strategy.
• Support and facilitate planning for M&E activities for respective YRCS programmes and projects.
• Develop structures for better functions of M&E and meet M&E needs of all YRCS programmes in alignment with YRCS priorities and partner support.
• Develop and design data collection tools and methodologies, such as questionnaires and surveys, and contribute to both qualitative and quantitative analysis 
• Conduct regular reviews and revisions of existing YRCS templates, formats, systems, and processes related to M&E for improved effective and efficient performance management.
• Support the 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.

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.

Data Collection

• Provide technical support to YRCS departments in developing and using indicators for M&E purposes.
• Work with YRCS counterparts to strengthen data collection, collation, and analysis.
• Promote innovative data collection tools, such as using the Kobo toolbox for data collection exercises.
• Supervise and provide leadership on data collection exercises.
• Provide technical support to the staff and volunteers on the use of the data collection tools.
• In collaboration with the IM officer, build dashboards to keep track of the programme/project key performance indicators.

Reporting

• Produce and share reports of monitoring and evaluation activities. 
• Conduct monitoring and reporting with quality checks or activity reports/inputs from the field.
• Provide monthly reports to the PMER/CEA Manager on overall M&E activities completed and ongoing.
• Compile and produce reports from monitoring and evaluation results, data analysis, and assessment in collaboration with IFRC, ICRC, PNSs, or other partners where needed.
• Provide regular M&E reports based on the collected data to support decision-making processes and promote lessons learned and accountability.
• Prepare monthly/quarterly reports to disseminate to YRCS partners in-country , 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/CEA 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/CEA 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 the headquarters and branch level. 
• Create a database to store, record, and classify all reports for YRCS to ensure a reference bank and institutional memory are in place. 
• Support M&E colleagues in the development and design of data collection tools and methodologies from a reporting perspective 

Community Engagement and Accountability (CEA)

• Provide technical M&E support for CEA activities at headquarters and branch levels.
• Adhere to key concepts and commitments regarding CEA to communities when needed.
• Support CEA technical staff in ensuring functional CEA mechanisms are in place as and when needed.
• Support CEA technical staff in preparing M&E tools to assess beneficiary satisfaction regarding interventions.
• Provide technical M&E supervisory support on data quality at NS and community levels.
• Create a database to store, record and report on data collected via the feedback and complaints mechanism in a timely manner.

Capacity Building

• Organize and facilitate reporting training for YRCS staff and volunteers, using existing Red Cross Red Crescent Movement approaches.
• Organize and facilitate M&E 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.
• Design and propose M&E templates and tools for YRCS to facilitate and enhance implementation tracking and accountability of programmes/projects.

Any other tasks related to Health,WASH,COM,NSD,PMER, CEA, and admin have been requested by the line manager.

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.    Ensure quality, timeliness, and compliance of humanitarian reports, and enable evidence-based decisions through data visualization and quality assurance.
4.    Undertake relevant work-related duties that may be required and entrusted to him/her by the direct manager (PMER/CEA Manager).

Position Requirements