Organizational Background

JASMAR Human Security Organization (JHSO) is a national humanitarian and development organization working to support vulnerable and conflict-affected communities through integrated humanitarian, recovery, and development interventions.

JASMAR implements programs across different sectors, including Protection, Health and Nutrition, WASH, Education, Food Security and Livelihoods, Shelter/NFI, Mine Action, and other humanitarian and resilience interventions in partnership with UN agencies, international NGOs, donors, government institutions, and local communities.

Position Summary

The Program Associate provides day-to-day programmatic, coordination, reporting, documentation, and administrative support to the Program Department. The position supports Program Officers and the Program Manager in following project implementation, consolidating updates, maintaining project records and trackers, coordinating internal actions, and ensuring timely follow-up of project deadlines and documentation.

The Program Associate works closely with field teams and relevant departments to ensure accurate and timely program information. Proposal development, resource mobilization, partnership development, and grant management are outside the core responsibilities of this position and are handled through the designated grant and partnership function.

A. Project Implementation and Follow-Up

• Support Program Officers and the Program Manager in the day-to-day follow-up of assigned projects.
• Maintain updated information on project implementation status, activities, targets, deadlines, and key deliverables.
• Follow up with field teams and relevant departments on agreed project actions and pending inputs.
• Track implementation progress against approved work plans and flag delays, challenges, or overdue actions to the responsible Program Officer or Program Manager.
• Support the updating of project work plans, implementation schedules, and action trackers.
• Follow up on upcoming project activities, trainings, distributions, field visits, and other program events.

B. Reporting and Program Updates

• Collect and consolidate weekly, monthly, quarterly, and project updates from field and project teams.
• Follow up on internal and donor reporting deadlines and required program inputs.
• Review received program information for completeness and consistency before sharing it with the responsible Program Officer or Program Manager.
• Coordinate with MEAL to ensure reported achievements are supported by verified program data.
• Maintain the reporting calendar and track required program submissions.
• Compile project achievements, challenges, lessons learned, success stories, and other program information as requested.

C. Program Documentation and Information Management

• Maintain complete and organized electronic and physical project documentation.
• Ensure key project documents are properly filed in SharePoint and other approved organizational systems.
• Maintain project folders containing agreements, approved budgets, work plans, reports, correspondence, monitoring documents, and other relevant records.
• Maintain project document checklists and follow up on missing program documentation.
• Apply consistent document naming, version control, and archiving practices.
• Support updating project information in Odoo and other organizational systems as assigned.

D. Program Coordination and Meeting Follow-Up

• Support preparation of weekly, monthly, and quarterly Program Department meetings.
• Prepare draft agendas, collect updates, document meeting action points, and maintain action trackers.
• Follow up with responsible staff on outstanding Program Department actions.
• Coordinate with Finance, Procurement, HR/Admin, MEAL, Logistics, and field teams on program-related inputs and follow-up actions as directed by the Program Officer or Program Manager.
• Support scheduling and documentation of program-related meetings when required.

E. Project Management Tools and Trackers

• Maintain and regularly update the project portfolio tracker, reporting calendar, project action tracker, project document checklist, and other approved Program Department tools.
• Ensure information in internal trackers and systems is consistent with approved project documents and updates received from responsible teams.
• Produce simple project summaries, status updates, and dashboards when requested.
• Flag missing information, overdue actions, or inconsistencies to the responsible Program Officer or Program Manager.

F. Field and Program Support

• Support preparation for field visits, donor missions, monitoring visits, and project reviews by compiling required program information.
• Collect site information, activity summaries, staff contacts, beneficiary information, GPS/location details, and other requested project information from field teams.
• Participate in field visits when required and prepare brief field visit notes.
• Follow up on program-related action points arising from field visits and reviews.

G. Other Responsibilities

• Participate actively in Program Department meetings and organizational activities.
• Maintain confidentiality of organizational, donor, staff, and beneficiary information.
• Perform other program-related duties assigned by the Program Manager or supervisor in line with the purpose and level of the position.

Key Deliverables

• Project implementation trackers and action lists are regularly updated.
• Weekly, monthly, and other required program updates are collected and consolidated on time.
• Program files and project documentation are complete and properly organized.
• Reporting calendars and project deadlines are tracked and followed up.
• Program meeting minutes and action trackers are maintained and followed up.
• Project information in SharePoint, Odoo, and other approved systems is updated as assigned.
• Implementation delays, missing information, and overdue actions are promptly flagged to the responsible supervisor.

Education

Bachelor's degree in Development Studies, Business Administration, Project Management, Social Sciences, International Development, Humanitarian Studies, Public Administration, or another relevant field.

Experience

• Minimum of 2 years of relevant experience in humanitarian, development, NGO, project management, or program support work.
• Previous experience working with a national or international NGO is highly desirable.
• Experience supporting project implementation, reporting, coordination, and documentation is an advantage.
• Familiarity with donor-funded projects and program reporting requirements is desirable.
• Experience using SharePoint, Odoo, or similar project/document management systems is an advantage.

Required Skills and Competencies

• Strong organizational, coordination, and follow-up skills.
• Good written and verbal communication skills.
• Ability to manage several tasks and deadlines simultaneously.
• Strong attention to detail and document-management skills.
• Ability to collect, consolidate, and present program information clearly.
• Ability to work effectively with field teams and different organizational departments.
• Good analytical and problem-solving skills.
• Ability to work under pressure and meet deadlines.
• High level of integrity, professionalism, accountability, and confidentiality.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
• Familiarity with SharePoint, Odoo, or similar systems is an advantage.

Language Requirements

• Fluency in Arabic is required.
• Good command of written and spoken English is required.
• Knowledge of additional local languages is an advantage.

Role Boundaries

The Program Associate supports project implementation follow-up, reporting, coordination, documentation, and program information management. The position does not lead proposal or concept note development, resource mobilization, donor/partnership development, grant contract management, or donor compliance functions assigned to the Partnership, Grant Management & Compliance role. The Program Associate also does not replace the project-management responsibilities of the Program Manager, Program Officers, or Project Managers, or the technical responsibilities of MEAL, Finance, Procurement, HR/Admin, and other departments.

Safeguarding, PSEA and Code of Conduct

The Program Associate must comply with all JASMAR policies and procedures, including the Code of Conduct, Safeguarding, Prevention of Sexual Exploitation and Abuse (PSEA), Child Safeguarding, Anti-Fraud, Whistleblowing, Accountability to Affected Populations, and other relevant organizational policies.