Project Assistant

Job Vacancy Announcement – Project Assistant

Rahma WorldWide

An international, independent humanitarian organization established in 2014. With a dedicated team of over 2,000 staff and volunteers, Rahmet Yardımlaşma Derneği is committed to providing aid and assistance to the most vulnerable communities worldwide. The organization works tirelessly to alleviate suffering and promote sustainable change, driven by the belief that no one should be left behind.

Contract Duration: 4 months
Application Deadline: 06 September 2025
Position Title: Project Assistant
Location: Aleppo – Syria

Job Purpose

The Project Assistant / Medical (Female) will support the implementation of medical activities.

She will assist in the daily follow-up of project tasks, ensure proper documentation, and provide logistical and administrative support to the field team.

Chain of Command

Under the authority of: Project Manager / Medical

Work Relations:

Internal:

Supply Chain / Logistics (procurement and delivery of medical supplies)

HR (staff-related issues and administrative support) Finance (payments, advances, and financial follow-up)

MEAL (monitoring, evaluation, and reporting)

External:

Hospitals and medical service providers

Local health authorities

Coordination clusters (Health Cluster, Protection, etc.)

Other stakeholders and humanitarian actors involved in medical activities.

Responsible for:

The Project Assistant has no direct supervisory role. She supports the Project Manager and other project assistants in coordinating with hospitals and ensuring proper follow-up of medical cases and operations.

1.Stratigy and Proposal development:

Support in collecting field data and information required for the implementation of medical project strategies. Assist in organizing and participating in regular needs assessments for medical cases and health facilities. Provide inputs and field-level feedback to contribute to the development of proposals for medical activities.

2.Project Planning

Assist the Project Manager / Medical in preparing project work plans, schedules, and tools for medical activities.

Support in organizing project meetings, workshops, and field visits as required.

Contribute to planning the stages of project implementation by providing field inputs, logistical support, and coordination with relevant stakeholders.

3. Project Implementation Follow-up

Assist the Project Manager / Medical in following up on the implementation of project activities to ensure technical quality and compliance with standards.

Provide field information and documentation to help in reviewing budget utilization and target achievements.

Contribute to ensuring that project activities are implemented on time and in line with the approved work plan.

4. Administration and Operational Management of Project Implementation

4.1. Finance

Assist in collecting and preparing data needed for BFUs and BOQs, ensuring accuracy before submission to the Project Manager / Medical.

Support in gathering financial information and documents to help forecast monthly cash requirements of the project.

Ensure that financial documents (invoices, receipts, beneficiaries’ signatures) are properly prepared, filed, and submitted to the Finance department in a timely manner.

4.2. Supply Chain / Logistics

Support in preparing procurement requests (PRs) and order forms for medical supplies and services.

Ensure timely submission of order forms and follow up with the logistics/supply chain department on delivery. Assist in verifying the quality and quantity of delivered items at the field level.

Maintain accurate records of distributed medical supplies, assets, and stocks in coordination with the logistics team.

4.3. Transparency

Ensure that project records and documents (beneficiary lists, medical reports, attendance sheets, photos) are accurately prepared, compiled, and filed in accordance with organizational procedures.

Promote awareness among staff and ensure adherence to the Code of Conduct and organizational policies at all times.

4.5. Security

Ensure compliance with security policies, SOPs, and organizational guidelines during all field visits and projectrelated activities.

Promptly report any security incidents, risks, or concerns to the Project Manager / Medical for immediate follow-up.

5.External Relations

Support the Project Manager / Medical in communication and coordination with hospitals, beneficiaries, and other stakeholders during project implementation.

Assist in facilitating meetings, field visits, and consultations with beneficiaries to ensure their participation and feedback.

Maintain respectful, sensitive, and professional communication with beneficiaries and their families at all times.

Provide logistical and administrative support during donor and partner visits to hospitals or project sites.

Share field-level observations and feedback to strengthen coordination with humanitarian actors and help prevent duplication of efforts.

6. Quality Control

Support in monitoring project activities in the field to ensure that resources are used efficiently and effectively.

Collect feedback from beneficiaries, hospitals, and field staff to help identify lessons learned and areas for improvement.

Assist the Project Manager / Medical in project reviews by providing accurate documentation and field observations.

7. Reporting

Provide regular and timely updates to the Project Manager / Medical regarding field progress, challenges, and emerging needs.

Assist in drafting internal narrative updates and preparing supporting documents required for financial reporting.

Contribute by compiling field data, beneficiary information, and case documentation to support the preparation of external project progress reports.

Ensure that all collected data and reports are accurate, complete, and submitted within the required deadlines.

Ensure that all data and information submitted are accurate, complete, and delivered on time.

Expected skills and qualifications

University degree in Medicine, Nursing, Pharmacy, Public Health, Administration, or any other relevant field.

A diploma or master’s degree in administration, public health, or humanitarian studies is also acceptable.

Minimum of 1–2 years of experience in humanitarian or medical projects, preferably in project support, coordination, or case management.

Strong organizational and administrative skills, with proven ability to manage documentation and reporting effectively.

Excellent communication skills, both verbal and written, in Arabic (English language skills are an asset).Familiarity with medical project implementation, hospital coordination, or health service delivery.

Ability to work under pressure, handle multiple tasks, and meet strict deadlines.

Strong interpersonal skills with the ability to work collaboratively in a team environment.

Computer literacy, particularly in MS Office (Word, Excel, Outlook); knowledge of data entry tools is an advantage.

How to apply

What We Offer

Early applications are encouraged, as reviews may begin before the deadline.
Contract Duration: Until 30 December 2025 (subject to extension based on performance and funding).
Duty Station: Rahma WorldWide office in Aleppo, Syria.
Female candidates are strongly encouraged to apply.

Application Deadline: 06-9-2025

How to apply

For application and information submission, please use the following

https://ee.kobotoolbox.org/x/Wm3I6ntA\