Project Associate – Syria – Bab Alhawa Office At Islamic Relief

VACANCY REFERENCE: PA-BA-045

JOB SUMMARY

JOB PURPOSE:

The project assistant is responsible for assisting the project officer in carrying out all project activities and direct supervision of the registration, data collection, and distribution teams.

Main Duties and Responsibilities:

• Responsibilities:

Organizing and managing relief materials:

– Participating in receiving relief materials.

– Participating in distributing relief materials.

– Ensuring that all Islamic Relief-related relief materials at the distribution center have been properly inventoried.

– Auditing and reviewing the shipping data of relief materials arriving at the distribution center and ensuring that the quantities and quality of materials match the information provided in the shipping documents. Immediate recording of any shortages in received materials, any missing materials during transportation, or any damaged materials if found. All such observations must be recorded and documented immediately.

– Accurately inventorying quantities of materials during the unloading process.

Beneficiary Identification and Registration:

– Coordinating with the field supervisor and the local community to effectively identify the target categories within the community.

– Using established beneficiary selection criteria and verifying them during the distribution of relief materials.

– Taking an active role in auditing and registering beneficiaries to ensure that this process is conducted fairly.

– Ensuring that the most needy, vulnerable, and targeted categories within the community are reached and protected properly. Also, ensuring that the needs of female beneficiaries are considered and addressed appropriately.

– Ensuring that the registration process is well-planned and documented.

– Studying beneficiaries’ requests and complaints and conducting field verification of complaints.

Distribution Operations:

– Supervising the organization of relief materials distribution under the direction of the Operations Manager.

– Ensuring that materials are stored properly at beneficiary centers.

– Ensuring that all necessary distribution means are available, including security and safety measures, machinery, labor workshops, trucks, project identification plates, as well as documentation and distribution papers.

– Ensuring that the distribution center is organized and secured properly with individuals and plans in place to control large crowds and ensure the smooth distribution and flow of beneficiaries.

– Supervising the distribution of relief materials to the planned beneficiaries.

– Ensuring accurate counting of all received and distributed materials at each distribution center.

– Compiling a report for each benefit of visiting and operational procedures.

– Ensuring the safe return of all documents and beneficiary lists to the office’s safe after completion.

Personal Specification

Experience / Education/Skills- Essential

• A university degree, preferably in Agricultural Engineering (Food specialization) or Food Engineering, or a related field
• The applicant should have a minimum of four years of experience in the field of humanitarian work (Food Security, seasonal).
• Familiarity with aid distribution and dealing with beneficiaries.
• Knowledge of humanitarian practices and principles.
• The applicant should have experience in reporting.

Competencies:

• Strong communication, interpersonal & technical skills.
• Proven ability to work independently and as a team member.
• Ability to take initiative if required.
• Ability to multi-task effectively as well as display professionalism and confidence.
• Ability to work under pressure, with short time frames, and in risky situations.

Language

• Arabic as mother tongue
• English good (reading, writing).

IT skills

• Good computer skills.
• Good in MS office and the ability to use the software necessary for information management and reporting. (Excel and word, KOBO)

Personal Attributes

• The incumbent must maintain strict confidentiality in performing the duties of the Project Assistant.
• The incumbent must also demonstrate the following personal attributes:
  • Be honest and trustworthy.
  • Be respectful and flexible.
  • Possess cultural awareness and sensitivity and demonstrates sound work ethics.