Job ID
43386
Job Title
Project Assistant
To work for
ZOA - International
Country
Syria
City
Aleppo
Field of Work
Humanitarian/Disasters - Engineering
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Bachelor/ License Degree
Responsibilities
The Project Assistant will be a full-time employee of ZOA Syria Program Department, under the direct supervision of the Senior Project Officer in Aleppo. The Project Assistant provides support for the implementation of ZOA projects throughout the whole projects cycle in the sectors of (WASH, FSA, ERL, Education, NFI/Shelter, etc.). The Project Assistant ensures a high standard of projects activities implementation on the field level and the delivery of timely and quality project activities reports and results according to the projects’ logical framework. The Project Assistant is also accountable for ensuring compliance with donor and ZOA internal standards.
Projects Related Tasks
A- Assessment and planning
•Assist in the design and implementation of needs assessments and rapid field assessments to inform project planning.
•Ensure assessments incorporate community perspectives and feedback where appropriate.
•Contribute to the development of project workplans and tracking tools aligned with project outputs and indicators.
•Participate in the technical evaluation of offers during procurement processes and attend tender opening sessions as needed.
B- Implementation and monitoring
•Conduct regular field visits to oversee daily project activities across all sectors.
•Supervise the distribution activities to ensure that all targeted beneficiaries receive their full entitlements in accordance with project plans and keep the needed documentations.
•Ensure all supplies arriving at the distribution point are properly accounted, and the commodities are of correct quantities and quality as manifested by the waybill and Good Received Notes (GRN).
•Conduct inspections at the contractors/suppliers warehouses to ensure compliance with specifications.
•Ensure that the implementation of the projects has been carried out with full compliance to the Book of Conditions (BoC) and Bill of Quantities (BoQ) and the technical offer related to each project, and report any changes or poorly implemented works to the Senior Project Officer.
•Support the supervision of contractors during implementation and flag any quality concerns promptly.
•Assist in maintaining the tracking system of pending issues related to stakeholders.
•Proactively identify and manage potential challenges and risks that ZOA may face during the projects implementation, propose and implement mitigation measures and, as needed, contingency plans.
•Liaise with technical staff from other organizations under the full guidance of the Senior Project Officer to avoid any duplication and ensure complementarity.
•Attend any sector meeting assigned by the Area manager or the Senior Project Officer and prepare briefs to share with concerned staff.
AAP
•Represent ZOA to local communities and stakeholders in a respectful and professional manner.
•Ensure active community participation throughout the project cycle—from planning to monitoring.
•Facilitate community meetings, focus group discussions (FGDs), and key informant interviews (KIIs), document and report outcomes.
•Support the implementation of feedback and complaint mechanisms to strengthen accountability.
Volunteers Management
•Assist in the training and management of volunteers with the support of the Senior Project Officer.
•Supervise the volunteers while doing their tasks in the field or office and collect their work reports.
•Ensure that the volunteers (including the site engineers) have a good understanding of the project they are involved in, and adhering to the organization’s policies and code of conduct.
•Assist in preparing volunteers periodic performance evaluation and suggest required trainings under the guidance of the Senior Project Officer.
•Coordinate with the security focal point to ensure team safety during fieldwork and report any incidents immediately.
•Prepare and submit volunteers/casual workers attendance sheets and related documents to HR/Finance in a timely manner.
Reporting
•Attend and take minutes of meetings, follow up on necessary action points and maintain records.
•Translate (English to Arabic and vice versa) some limited-in-size documents.
•Submit technical, narrative, and distribution reports of the projects activities, challenges faced, and lessons learned.
•Assist in the timely preparation of reports and documents related to the project;
•Prepare inspection reports.
•Report any incident that must be brought to the Senior Project Officer’s attention (e.g., security, accountability, code of conduct, external interference, etc.).
•Assist in archiving all projects related documents in soft and hard copies according to ZOA’s and donors’ regulations and ensure that the filing system is kept up to date at all times.
•Ensure data accuracy and confidentiality when compiling project documentation;
•Ensure that the photos of the activities of the projects are taken in a proper way so that are useful for reporting and serve as proof of activities.
General
•Fully adhere to ZOA’s safety and security protocols and procedures and ensure that all staff and volunteers working on the implementation of the projects also adhere to them.
•Contribute to ongoing security management and planning as necessary.
•Handles confidential information and sensitive issues reliably and responsibly.
•Any additional tasks could be requested by the line manager or higher positions.
Projects Related Tasks
A- Assessment and planning
•Assist in the design and implementation of needs assessments and rapid field assessments to inform project planning.
•Ensure assessments incorporate community perspectives and feedback where appropriate.
•Contribute to the development of project workplans and tracking tools aligned with project outputs and indicators.
•Participate in the technical evaluation of offers during procurement processes and attend tender opening sessions as needed.
B- Implementation and monitoring
•Conduct regular field visits to oversee daily project activities across all sectors.
•Supervise the distribution activities to ensure that all targeted beneficiaries receive their full entitlements in accordance with project plans and keep the needed documentations.
•Ensure all supplies arriving at the distribution point are properly accounted, and the commodities are of correct quantities and quality as manifested by the waybill and Good Received Notes (GRN).
•Conduct inspections at the contractors/suppliers warehouses to ensure compliance with specifications.
•Ensure that the implementation of the projects has been carried out with full compliance to the Book of Conditions (BoC) and Bill of Quantities (BoQ) and the technical offer related to each project, and report any changes or poorly implemented works to the Senior Project Officer.
•Support the supervision of contractors during implementation and flag any quality concerns promptly.
•Assist in maintaining the tracking system of pending issues related to stakeholders.
•Proactively identify and manage potential challenges and risks that ZOA may face during the projects implementation, propose and implement mitigation measures and, as needed, contingency plans.
•Liaise with technical staff from other organizations under the full guidance of the Senior Project Officer to avoid any duplication and ensure complementarity.
•Attend any sector meeting assigned by the Area manager or the Senior Project Officer and prepare briefs to share with concerned staff.
AAP
•Represent ZOA to local communities and stakeholders in a respectful and professional manner.
•Ensure active community participation throughout the project cycle—from planning to monitoring.
•Facilitate community meetings, focus group discussions (FGDs), and key informant interviews (KIIs), document and report outcomes.
•Support the implementation of feedback and complaint mechanisms to strengthen accountability.
Volunteers Management
•Assist in the training and management of volunteers with the support of the Senior Project Officer.
•Supervise the volunteers while doing their tasks in the field or office and collect their work reports.
•Ensure that the volunteers (including the site engineers) have a good understanding of the project they are involved in, and adhering to the organization’s policies and code of conduct.
•Assist in preparing volunteers periodic performance evaluation and suggest required trainings under the guidance of the Senior Project Officer.
•Coordinate with the security focal point to ensure team safety during fieldwork and report any incidents immediately.
•Prepare and submit volunteers/casual workers attendance sheets and related documents to HR/Finance in a timely manner.
Reporting
•Attend and take minutes of meetings, follow up on necessary action points and maintain records.
•Translate (English to Arabic and vice versa) some limited-in-size documents.
•Submit technical, narrative, and distribution reports of the projects activities, challenges faced, and lessons learned.
•Assist in the timely preparation of reports and documents related to the project;
•Prepare inspection reports.
•Report any incident that must be brought to the Senior Project Officer’s attention (e.g., security, accountability, code of conduct, external interference, etc.).
•Assist in archiving all projects related documents in soft and hard copies according to ZOA’s and donors’ regulations and ensure that the filing system is kept up to date at all times.
•Ensure data accuracy and confidentiality when compiling project documentation;
•Ensure that the photos of the activities of the projects are taken in a proper way so that are useful for reporting and serve as proof of activities.
General
•Fully adhere to ZOA’s safety and security protocols and procedures and ensure that all staff and volunteers working on the implementation of the projects also adhere to them.
•Contribute to ongoing security management and planning as necessary.
•Handles confidential information and sensitive issues reliably and responsibly.
•Any additional tasks could be requested by the line manager or higher positions.
Qualifications
Knowledge & Experience
•University degree in Civil or Architecture Engineering is essential;
•Work experience in implementing and executing field projects, mainly construction Exceptionally good engineering knowledge with a minimum 3 years of work experience in implementing and executing field projects, mainly construction projects, strong understanding of engineering principles, construction methods, building materials and relevant regulations; similar role with an NGO, INGO or UN agencies is a plus;
•Good experience in WASH projects;
•Good knowledge of designing software (2D-3D AUTO CAD, Primavera, Revit, ETABS ….), and Microsoft Office applications (Word, Excel, PPT, ….);
•Good command of the English language, including written English;
•Excellent command of the Arabic language;
•Understanding of gender issues;
•Understanding of the application of humanitarian standards in fieldwork;
•Acceptable knowledge of MEAL work.
Skills
•Excellent priority setting and organizational skills;
•Problem solving skills;
•Leadership and team management skills; ability to communicate effectively;
•Strong analytical skills and critical thinking;
•Strong coordination skills, including of one’s own team and external direct and indirect partners;
•Strong communication and interpersonal skills with a diverse range of people; diplomacy, tact and negotiating skills are essential;
•Sensitivity to social norms;
•Ability to work effectively under stress and in emergency situations, in a leadership role and as part of a team;
•Understanding of and commitment to humanitarian principles and quality standards for humanitarian response;
•Result-oriented in a team approach.
Attitude
•Integrity
•Flexibility and adaptability
•Service and participatory attitude
•Interpersonal and cross-cultural sensitivity
•Able to work under pressure and meet deadlines
•Able to work in a sometimes fluid and insecure environment
•University degree in Civil or Architecture Engineering is essential;
•Work experience in implementing and executing field projects, mainly construction Exceptionally good engineering knowledge with a minimum 3 years of work experience in implementing and executing field projects, mainly construction projects, strong understanding of engineering principles, construction methods, building materials and relevant regulations; similar role with an NGO, INGO or UN agencies is a plus;
•Good experience in WASH projects;
•Good knowledge of designing software (2D-3D AUTO CAD, Primavera, Revit, ETABS ….), and Microsoft Office applications (Word, Excel, PPT, ….);
•Good command of the English language, including written English;
•Excellent command of the Arabic language;
•Understanding of gender issues;
•Understanding of the application of humanitarian standards in fieldwork;
•Acceptable knowledge of MEAL work.
Skills
•Excellent priority setting and organizational skills;
•Problem solving skills;
•Leadership and team management skills; ability to communicate effectively;
•Strong analytical skills and critical thinking;
•Strong coordination skills, including of one’s own team and external direct and indirect partners;
•Strong communication and interpersonal skills with a diverse range of people; diplomacy, tact and negotiating skills are essential;
•Sensitivity to social norms;
•Ability to work effectively under stress and in emergency situations, in a leadership role and as part of a team;
•Understanding of and commitment to humanitarian principles and quality standards for humanitarian response;
•Result-oriented in a team approach.
Attitude
•Integrity
•Flexibility and adaptability
•Service and participatory attitude
•Interpersonal and cross-cultural sensitivity
•Able to work under pressure and meet deadlines
•Able to work in a sometimes fluid and insecure environment
Specific Vacancy Requirements
•Regular travel to the field is required
•Possibility to work extra hours and during days off when requested
Male candidates are highly encouraged to apply.
Only selected candidates will be contacted and invited to participate in the process of recruitment. Documents that do not match the profile above will not be considered.
Please note that ZOA have may not choose to appoint this position on completion of interviews if a suitable candidate is not found and / or if needs change and the position is no longer necessary.
Duration of Position: 6 months renewable subject to performance and funding, (first three months are probation period).
•Possibility to work extra hours and during days off when requested
Male candidates are highly encouraged to apply.
Only selected candidates will be contacted and invited to participate in the process of recruitment. Documents that do not match the profile above will not be considered.
Please note that ZOA have may not choose to appoint this position on completion of interviews if a suitable candidate is not found and / or if needs change and the position is no longer necessary.
Duration of Position: 6 months renewable subject to performance and funding, (first three months are probation period).
Salary and Benefits
As per ZOA's salary scale
About us
ZOA is an international NGO, which offers RELIEF to people who are affected by conflict or natural disasters. ZOA wants to contribute to a new perspective of HOPE in which people work together for a promising future in dignity and mutual trust. Together with the affected communities, we work on the RECOVERY until they can provide to take care of their livelihoods. The work of ZOA is coordinated from the Netherlands. From there ZOA operates in seventeen countries in Africa, Middle East Region and Asia. ZOA works approximately with 900 employees worldwide.
ZOA has provided emergency relief to Syrians in Syria and neighbouring countries since 2014. After ZOA’s registration with the Ministry of Foreign Affairs (MOFA) in 2018, the organization established an office in Damascus in 2019. Since then, ZOA has been working with crisis affected communities across Livelihoods, WASH, Education and Shelter sectors. ZOA implements directly, as well as through local partners. ZOA seeks to reach the most vulnerable groups- women, children, elderly, female headed households, persons with disablities and internally displaced persons.
ZOA has provided emergency relief to Syrians in Syria and neighbouring countries since 2014. After ZOA’s registration with the Ministry of Foreign Affairs (MOFA) in 2018, the organization established an office in Damascus in 2019. Since then, ZOA has been working with crisis affected communities across Livelihoods, WASH, Education and Shelter sectors. ZOA implements directly, as well as through local partners. ZOA seeks to reach the most vulnerable groups- women, children, elderly, female headed households, persons with disablities and internally displaced persons.
Required employees number
1
Posted On
Jun 30, 2025
Expiry Date
Jul 15, 2025
CV Language
English
