Program Officer At Syria Civil Defense (White Helmets)

About Syria Civil Defence / The White Helmets

The Syria Civil Defence (SCD), also known as The White Helmets, is a grassroots, community-driven initiative established in response to the Syrian crisis. We are from the people and for the people, committed to doing whatever we can, wherever we can, for as long as we can, to protect and alleviate the suffering of civilians, regardless of their identity or background.

Our organization currently comprises more than 3,000 volunteers and staff operating through community-based centers and specialized teams, including 39 women’s centers, supported by management and coordination offices across Syria and overseas.

We provide critical services in comprehensive programs under three business lines:

Emergency response: pillar includes women’s centers, emergency medical services, search and rescue operations, firefighting, and more.

Community resilience: encompassing early recovery and mine action programs, climate change adaptation, and localization and community empowerment.

Human Rights and Peace Building: Includes evidence collection and archiving, investigation support and case building, and advocacy and research

All services are delivered in adherence to international humanitarian standards, ensuring neutrality, independence, equality, and impartiality.

Further information about us can be found at www.whitehelmets.org.

SCOPE OF WORK

The Program Officer is responsible for supporting the Program Manager in the effective coordination and execution of program activities. This role involves preparing comprehensive reports, managing meeting logistics, handling communication with stakeholders, and ensuring the smooth operation of program functions.

TERMS OF REFERENCE

• Duty station: Damascus, Syria
• Line manager: Program Manager
• Line management Responsibility: N/A
• Full-time/Part-time: Full-time

Tasks and activities:

• Prepare the project implementation plan in cooperation with the Program Coordinator/Manager.
• Conduct frequent field visits to Syria in coordination with the program department and others.
• Coordinate with the Line Manager, programs, sector leads, finance, and administration staff to ensure operational systems are in place to support field activities.
• Timely completion of annual work plans, and reports and ensure grant management compliance for the WH project in alignment with donor and WH regulations.
• Engage directly with field staff/ partners, local communities, donor representatives, and other stakeholders regarding the project planning and implementation.
• Take the lead in coordination and communication among team members to effectively achieve program objectives.
• Establish and maintain effective project management tools for implementation, work plan management, procurement, budget management and spending planning, quality assurance monitoring, beneficiary accountability, programmatic, MEAL, and financial reporting.
• Develop project Detailed Implementation Plans (DIPs), procurement plans and purchase requisitions for the project.
• Work closely with procurement and logistics to make sure project materials (if any) are procured and delivered to project sites promptly to meet the project objectives.
• Work with other Technical Advisors, Field Supervisors, and MEAL to ensure timely, high-quality project implementation, reviews, and oversight.
• Work with programs & technical advisors to review the project design and budget revision requests if necessary.
• Attending relevant cluster meetings if necessary and any other ad-hoc external meetings to ensure effective coordination and networking with authorities and other agencies working in the relevant sector.
• Coordinate and cooperate with the staff of the relevant directorates to ensure the optimal implementation of the project in accordance with the time, scope, and planned budget.
• Ensure integration between the various components of a single project in multi-project programs.
• Manage the change processes that occur during projects’ implementation with all stakeholders, internally and externally, and ensure stakeholders’ inputs are regarded.
• Follow up the relevant inputs in the project with the concerned departments to prepare the required reports (narrative, financial, procurement, human resources, security and safety, … etc.), and share them with the donor in the specified time and required quality.
• Ensure the implementation of the corrective recommendations received from the relevant departments and units to ensure internal and external compliance.
• Ensure adherence to work standards approved in the organization during the implementation of projects (gender equality, conflict sensitivity, protection mainstreaming…).

Report Preparation:

• Compile and prepare detailed reports on program progress, needs, and achievements.
• Ensure timely submission of reports to the Program Manager and relevant stakeholders.

Meeting Management:

• Attend program-related meetings, take accurate and concise minutes, and distribute them to relevant parties.
• Maintain an organized record of meeting minutes and follow-ups.
• Organize and prepare materials for meetings, including agendas, presentations, and necessary documents.
• Set up meeting spaces and ensure all required technology and resources are available.

Schedule Management:

• Develop and manage schedules for meetings, ensuring all relevant parties are informed in advance.
• Coordinate with team members and stakeholders to confirm availability and attendance.

Calendar Management:

• Maintain and update the Program Manager’s calendar, ensuring all appointments, meetings, and deadlines are accurately scheduled.
• Provide reminders and ensure the Program Manager is well-prepared for all engagements.

Stakeholder Follow-Up:

• Act as a liaison between the Program Manager and various stakeholders, ensuring timely follow-up on action items and communications.
• Track progress on action points with different stakeholders and provide updates to the Program Manager.

Email Correspondence:

• Manage and respond to emails on behalf of the Program Manager, ensuring prompt and professional communication.
• Draft, proofread, and send emails as required.

Required qualifications: Education, Experience and Competencies:

• Bachelor’s degree in Business Administration, Project Management, or a related field.
• Minimum of 3 years of experience in a similar role, preferably within a program or project m Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple tasks and deadlines effectively.
• Strong interpersonal skills and the ability to work collaboratively with diverse teams.
• Advanced proficiency in English, with strong skills in professional writing, editing, and proofreading.
• Detail-oriented and proactive in ensuring all program activities are well-documented and executed.
• High level of confidentiality and discretion in handling sensitive information.
• Ability to adapt to changing priorities and manage multiple responsibilities.

Desirable:

• Masters Degree or above in a relevant subject area.
• Excellent ability to follow-up on ongoing processes.

Working Conditions:

The role may require occasional travel and flexibility in working hours to accommodate program needs.