Program Assistant 

Position: Program Assistant 

Location: Iraq 

Reports to: Program Coordinator / Project Manager 

Contract Duration: 10 Months 

Working Hours: Full-time 

Scope of Work

1. Program Support and Coordination

   – Provide day-to-day support to ensure effective and efficient program operations of two projects.

   – Assist the Program Coordinator and team members in implementing project activities according to the project work plan and timeline.

   – Coordinate meetings, workshops, and events, including managing logistics, preparing materials, and supporting participant engagement.

   – Help monitor program schedules and timelines, assisting the team in staying on track with deliverables and goals.

  – Provide as needed support based on Managing Director instruction and guidance.

2. Administrative and Financial Support

   – Support the preparation and tracking of program-related expenses, ensuring alignment with the project budget.

   – Assist with procurement, maintaining records of purchases, invoices, and supplier contracts in line with organizational policies.

   – Organize and file administrative documents, including timesheets, expense reports, and other documentation for auditing purposes.

   – Coordinate petty cash and other projects’ related financial transactions as needed, ensuring accuracy and compliance with financial records and procedures.

3. Documentation and Reporting

   – Maintain accurate and up-to-date records of program activities, participant attendance, and project deliverables.

   – Support the preparation of regular program reports by collecting and compiling information from field activities, partners, and team members.

   – Assist in documenting success stories, program highlights, and challenges for inclusion in reports to stakeholders and donors.

   – Ensure that both physical and digital records are systematically filed, making information accessible to the team.

4. Communication and Liaison

   – Act as a point of contact for internal team members, partners, and program participants, ensuring timely and professional communication.

   – Help draft program communications, including emails, informational brochures, and updates for partners and community stakeholders.

   – Support community outreach activities to promote program awareness, engage participants, and build partnerships.

   – Participate in field visits to maintain contact with beneficiaries and gather feedback to inform program improvements.

5. Monitoring and Evaluation Support

   – Assist the Monitoring and Evaluation (M&E) team by collecting and verifying data from program activities, tracking performance indicators, and documenting participant feedback.

   – Conduct routine visits to project sites to monitor progress, assist in data collection, and document any observed challenges or achievements.

   – Help compile and organize data for M&E reports, providing the team with timely updates on program performance and impact.

   – Ensure data collection adheres to organizational and donor requirements, prioritizing data accuracy and confidentiality.

6. Capacity Building and Training Support

   – Help organize training sessions, including participant registration, venue arrangements, and preparation of training materials.

   – Provide logistical and on-site support during training, assisting trainers and ensuring participants’ needs are met.

   – Document training outcomes and gather feedback from participants to support program improvement and report preparation.

   – Coordinate follow-up activities with participants to monitor knowledge application and gather further insights.

Qualifications and Skills

   – Bachelor’s degree in social sciences, business administration, or a related field.

   – Prior experience in program support, community engagement, or administrative roles, preferably in development or humanitarian settings.

   – Strong organizational skills, with attention to detail and the ability to prioritize tasks and manage time effectively.

   – Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with data management systems.

   – Strong written and verbal communication skills in Arabic and Kurdish (preferred), with proficiency in English.

   – Ability to work both independently and collaboratively within a team, maintaining a professional and positive demeanor.

   – Willingness to travel within Iraq as needed to support field activities and monitor program progress.

Key Performance Indicators

   – Timeliness and accuracy in documentation, reporting, and data management.

   – Effectiveness in organizing meetings, events, and training sessions to support program activities.

   – Quality of communication and coordination with internal and external stakeholders.

   – Compliance with administrative and financial guidelines in handling program resources.

   – Responsiveness to program needs and successful support of day-to-day operations.