Program Assistant

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local - Fixed Term Employee (Fixed Term)Job Description:

Business Development and Program Design:

• Assist in the development of compelling concept papers and proposals for donors, collaborating closely with the Business Development Coordinator, technical specialists, finance, Risk and Compliance, procurement staff, and Support Offices (SOs).
• Monitor funding status across various program sectors to identify potential funding gaps and assist BDC to facilitate smooth transitions between grants.
• Support the "Go No-Go" decision-making process in accordance with World Vision Afghanistan policies.
• Maintain an organized tracking system for project design within cloud-based platforms, ensuring all materials are accessible and up to date.
• Attend design and planning workshops, taking detailed notes and sharing key highlights and insights with the team to enhance collaboration and knowledge sharing.
• Assist in the preparation of reports and presentations for both internal and external stakeholders, ensuring clarity and adherence to donor requirements.
• Facilitate effective communication and information sharing among team members, promoting a collaborative work environment.

Grants Management and Reporting

• Collaborate with Operations and various departments to prepare comprehensive monthly, annual, and end-of-project narrative reports, newsletters, situational reports, and other documentation as required. Ensure reports are accurate, timely, and adhere to both internal guidelines and donor requirements.
• Support the planning, organization, and facilitation of grant reporting processes to ensure compliance with the highest standards set by donors and WVI-A. This includes compiling data and narratives that reflect program achievements and challenges effectively.
• Actively monitor program progress to ensure that goals and objectives are met. Evaluate adherence to non-financial grant requirements, providing insights and recommendations for necessary adjustments to enhance project outcomes.
• Maintain accurate and up-to-date information in the Horizon system, ensuring that all program data is entered and maintained to facilitate effective decision-making and reporting.
• Support and facilitate startup and closeout grant meetings, ensuring that all necessary agendas, materials, and documentation are prepared in advance and that discussions are productive and action-oriented.
• Arrange and participate in Budget Versus Actual meetings to discuss financial performance compared to budgets. Collaborate with the operations team to ensure that projects are on track regarding financial and operational scope.
• Ensure proper documentation and filing of all grant-related documents, reports, and communications. Support the establishment of a knowledge management system that facilitates sharing and learning across the organization.

Quality Assurance, Accountability and Information Management

• Collaborate with the Business Development Coordinator to enhance and streamline program processes, ensuring the timely and high-quality preparation of grant proposals, donor reports, and other reporting requirements. Implement best practices and tools to facilitate efficient workflows.
• Ensure all program activities and documentation align with WVI-A’s established external engagement protocols, Business Development Unit (BDU) guidelines, partnering steps, and response strategies. Maintain an up-to-date understanding of organizational policies and procedures.
• Integrate internal and international humanitarian standards (such as Sphere, HAP, and others) into all project designs and implementation plans. Conduct regular reviews to ensure compliance and adherence to these standards throughout the project lifecycle.
• Maintain a comprehensive tracking system for all World Vision International (WVI) projects, ensuring accurate records retention and easy retrieval of project information. Regularly update project databases and documentation to reflect current statuses and outcomes.
• Conduct site visits to project locations to assess implementation progress and gather insights. Provide constructive feedback and recommendations for improvement based on observations, ensuring that projects remain on track to meet their objectives.
• Facilitate visits from Support Office representatives, ensuring that all visits capture the intended Terms of Reference (ToRs). Prepare necessary materials and briefings to ensure visitors have a comprehensive understanding of project activities and impacts.

Other

• Adhere to WV Child and Adult Safeguarding policy and standards.

• Adhere to WV accountability standards.

• To be aware and prepared to implement WV Afghanistan Humanitarian and Emergency Affairs plan under the context of (Faryab) interventions.

KNOWLEDGE, SKILL AND EXPERIENCE

Required Education, training, license, registration, and/or

Certification

• Bachelor’s degree in a relevant field such as International Development, Public Administration, Business Administration, Social Sciences, or a related discipline.
• Training in project management methodologies (e.g., PMD Pro, Prince2) is highly desirable.
• Familiarity with grant management processes and tools, including proposal writing and donor reporting.
• No specific licenses or registrations are required; however, professional experience in a non-profit or international development context is advantageous.
• Proficiency in relevant software applications (e.g., MS Office Suite, project management tools, database management systems).
• Strong analytical skills and proficiency in data analysis and reporting.

Required Professional Experience

• Minimum of 6 months – 1 Year of experience in large-scale humanitarian emergencies or development programming, under the umbrella of grant acquisition and management.
• Basic understanding of project design principles and proposal writing, with experience in crafting project proposals that align with donor requirements.
• Familiarity with the workings of major donors, including but not limited to USAID, UN agencies, DRA, and FCDO, with an understanding of their funding mechanisms and priorities.
• Proven ability to complete tasks in a timely manner while maintaining a high standard of quality and thoroughness, with a keen attention to detail.
• Ability to identify gaps, trends, and priorities in project implementation and articulate key issues related to relief, development, and advocacy.
• Exceptional written and verbal communication skills in English, with the ability to express ideas clearly and effectively in all forms of writing and presentations.
• Proven ability to manage work-life balance and work independently without supervision, demonstrating initiative and self-motivation.
• Ability to maintain performance expectations in psychologically stressful environments and physical hardship conditions, effectively managing limited resources.

Required Language(s)

Fluent in English, Dari or Pushto

Required travel and/or work environment accommodations

30% traveling to the project's sites in Herat and zonal offices.

Position’s physical requirements

Able to travel

Preferred Experience, Knowledge and/or other Qualifications

• Basic knowledge of humanitarian principles, development methodologies, and relevant legal frameworks governing the sector.
• Experience in specific sectors such as health, nutrition, education, livelihood, or protection in humanitarian or development contexts.
• Familiarity with data collection and analysis methodologies, including quantitative and qualitative research techniques.
• Experience with tools for project monitoring and evaluation, and strong skills in using data management software (e.g., SPSS, STATA, or similar).
• Previous volunteer or internship experience with NGOs, UN agencies, or similar organizations, showcasing commitment to the sector.

Applicant Types Accepted:

Local Applicants Only

Apply now

Added 12 hours ago - Updated 3 hours ago - Source: wvi.org