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Responsibilities

S/he reports to the Deputy Program Manager, working closely to develop plans that ensure smooth implementation of Food baskets in kind for Emergency Food Assistance project/activities. S/he will be responsible for quality implementation according to national and global Food Security guidelines and standards. S/he will ensure that all Emergency Food Security activities and documentation follow CHFs’ Policies, Sops, Guidelines and Procedures. The Program Assistant will be involved and consulted in the identification, design, implementation, monitoring and reporting on all Emergency Food Security activities and administrative tasks assigned to him/her in a given District. S/he supports the overall Food Security teams in strategic contingency planning ahead of anticipated humanitarian response.

Essential Job Responsibilities
Planning and Implementation:
♦ Participate in the preparation and updating food baskets program action and activity plans.
♦ Regularly update project implementation plans with associated timelines, maintaining detailed work plans and written records of work undertaken in the project.
♦ Collect, distribute, and file all reports from EFSL staff immediately.
♦ Coordinate and arrange EFSL project meetings. Take minutes of the meetings and follow up on actions. All minutes should be shared with attendees before COB or by 08:30 the following day
♦ Provide liaison between Derik, Hasakeh, and Raqqa Offices.
♦ May from time-to-time be required to travel, health and safety considered.
♦ Keep track of all the documents and file it safely in the office for future references.
♦ Routine communication, coordination and planning with the relevant requesting staff / programs.
♦ Record details of each shipment of Food baskets at Supplier warehouse / Hasakeh Warehouse / distribution points in Hasakeh and Raqqa governorates.
♦ Work closely with Operations and MERL team during visual Inspection of each shipment prior delivering to targeted camps / Hasakeh Warehouse.
♦ Work with the feedback mechanism department in the CHF International field team to devise and implement appropriate plans of engagement in the communities to gather information and build acceptance.
♦ Ensure all feedback incidents, subsequent actions have been taken and recorded, with high level of accuracy and timeliness.
♦ Coordinate the follow-up actions with supervisor and ensure their timely execution. Promptly inform supervisor about high-priority and high sensitivity cases and seek guidance in resolving them.
♦ Explore alternative technologies/ideas or initiatives that improve project implementation.
♦ Oversee and ensure quality implementation of actors involved in the program.
♦ Perform any other task assigned.

Coordination and Reporting:
♦ Coordinate with MERL department to prepare distribution lists and according to CHF’s criteria and program methodology.
♦ Document implementation of all Emergency Food Security related activities and track progress towards program targets, keeping all team members apprised of achievements, delays, and issues.
♦ Support the development and maintenance of strong communication and relationships with local authorities and the local community.
♦ Work closely with MERL, Operation and Security teams in collecting data, updating the database and report writing.

Security:
♦ Maintain strong understanding of the security, political, cultural, and overall contextual situation in areas of program implementation and potential program expansion, specifically regarding accessibility, movements of populations and areas of settlement in the district.
♦ Ensure compliance with security procedures and policies as determined by country leadership.

Accountability to Beneficiaries:
EFSL Program Reporting Assistant is expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field activities.

Accountability:
♦ Reports Directly To: Deputy Program Manager.