Reporting Assistant

4 days ago

Şahinbey İlçesi, Gaziantep, Turkey save Full time

Job Title: Reporting Assistant (Turkish Nationality)

Number of vacancies: 1

Department/Sector: Programme

Duty station: Gaziantep, Turkey

Report to: Programme Manager

Expected Starting date: 1-Apr-2021

Employment Type: Full Time

Contract Duration: 9 Month, extendable

Renewable: Expected

Posted Date: 22-Mar-2021

Closing Date: 28-Mar-2021

Job Purpose: The Programme Assistant will provide support to the Programme Department in the day-to-day delivery of responsive, effective, and efficient program administrative activities in line with Hope Revival Organization (HRO) program quality principles and good practices advancing HRO mission. S/He will provide consistent and high-quality service and contribute to the proper stewardship of project resources to help ensure operational effectiveness in support of high-quality programming.

Key Responsibilities:
  1. Support in drafting briefs and short write-ups including success stories, social media postings, minutes of meetings, and communication briefs; assist in the preparation of periodic progress reports on projects and programs.
  2. Ensure that Project Archive (SharePoint, Soft Copy, Hard Copies, etc.) files and documents are properly organized, filed and archived together with all related information and data (Photos, Logos, lists of partners, etc.).
  3. Ensure that data pertaining to the different HRO projects on the ERP software system are up to date and correct.
  4. Assist in coordinating the design and editorial content of program related visibility material (Brochures, website, short videos, etc.) ensuring that content is regularly updated and promoted.
  5. Assist in drafting project reports based on donors' templates, utilizing developed M&E tools (questionnaires, databases, etc.).
  6. Prepare the PRs of related projects under supervision of Projects Officers and Senior Officers.
  7. Follow up on the operation issues related to assigned projects.
  8. Communicate with field staff of assigned projects on a daily basis to tackle the most urgent tasks when requested.
  9. Review the documentation and MoVs of assigned projects regularly to ensure the correct Data Registration.
  10. Attend/Participate in regular internal meetings related to assigned projects when requested.
  11. Assist program team in preparing and implementing capacity building trainings.
  12. Perform regular scanning, copying and filing of backup and office documents.
  13. Organizing meeting/training halls and ensuring the needed stationeries are in place.
  14. Provide day-to-day administrative and logistical support to the Program Department, assist Programme Manager and Programme Coordinators in the different program-related functions.
  15. Assist in the coordination of the program activities and operations as well as in the implementation of HRO projects including the coordination of field visits, organizing meetings, events and workshops, etc.
  16. Assist in the collection and organization of project and program-related information required for the analysis of program performance and status or for preparation of program reports and documentation.
  17. Liaise – when needed – with the different HRO's partners and organizations and maintain a positive relationship with all.
  18. Raise procurement requisition as needed for implementing various program activities.
  19. Coordinate with logistics department on supply chain purchases and distributions to HRO Offices.
  20. Collect and review all backup documents from the supported centers as needed for contracting.
  21. Assist in the preparation of TORs, agreements and contracts and ensure that all supporting documentations for the preparation of contracts and payments are provided.
  22. Perform checks on service providers as required.
  23. Coordinate with Project Officer and Compliance department on fulfilling the documentation requirements following initial review.
  24. Submit the original copy contract to the Contracts Officer for archiving.
Qualifications and Work Experience:

Qualifications:

• Bachelor's degree in Social Sciences (Sociology), Development Studies, Business Administration, or related field.

• Fluency in oral and written English and Arabic.

• Turkish Nationality is an essential requirement.

Essential experience:

• 0-2 years of administrative experience at NGOs.

• Having a good command of English.

Desirable experience:

• Experience in Protection NGO or Community Centers Facility.

Required competencies (skills / knowledge / capabilities):

Essential competencies:

• Good knowledge of Project Cycle Management, including budgeting and budget monitoring.

• Knowledge of project planning, monitoring, results reporting, evaluation and learning.

• Ability to pay attention to details to be able to scrutinize documents.

• Good analysis and report writing skills, as well as coordination and networking skills.

• Good planning and organizational skills to be able to accomplish tasks, file and retrieve information and meet deadlines.

• Ability to communicate with partner organizations in various programmatic, thematic and organizational areas.

• Having high communication skills and speaks fluently and effectively.

• Having competency in MS Office 365 Suite (Word, Excel, Outlook, PowerPoint, SharePoint).

How to Apply:


• Hope Revival has a zero-tolerance regarding sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. HRO also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.


• Hope Revival is an Equal Opportunity Employer. Hope Revival considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law. Applicants in need of accommodation during the interview can contact the HR team at HR@HRO.NGO.


• As required by law, the Hope Revival will provide reasonable accommodations to qualified applicants and employees with a known disability.


• If you are interested in joining our team please send your resume, list of at least 3 professional references (latest two Line Managers and HR Manager) including contact information and cover letter in ENGLISH describing your reasons for applying and relevant qualifications to this link:
https://job.hroorg.com/jobs/apply/f8dd7e14-10fa-43c0-ad37-165f0a664684


• Hope Revival thanks all applicants; however, kindly be informed that only short-listed candidates will be contacted.


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