The Project Assistant supports the day-to-day implementation of JRS Jordan programme activities under the direct supervision of the Project Coordinator. The role is responsible for the operational execution of activities: participant communication and follow-up, attendance tracking, data entry into programme tools, and on-the-ground coordination during sessions and events.

Main Responsibilities and tasks of the Position

Participant Registration and Communication

• Receives participant lists and eligibility criteria from the Project Coordinator; follows up with selected participants to confirm attendance, share activity details, and address queries.
• Sets up and manages communication channels (e.g. WhatsApp groups) for each activity cohort; ensures participants are informed of any changes to scheduling or logistics.
• Maintains up-to-date attendance sheets and registration records for all activities; flags attendance issues or drop-out patterns to the Project Coordinator.
• Coordinates with the Admin Assistant on transportation arrangements of programme participants.

Activity Support and Field Presence

• Is present at activity openings and closings to manage space setup, supervise participant arrival and departure, and ensure orderly and safe transitions.
• Supports facilitators, trainers, and the Project Coordinator during sessions as needed; assists with the preparation and distribution of activity materials.
• Monitors the practical flow of activities on the ground; escalates any operational issues, welfare concerns, or incidents to the Project Coordinator promptly.
• Applies basic people-centred awareness when working with participants, particularly children and youth; refers any wellbeing or protection concerns to the Project Coordinator or MHPSS and Referrals Assistant without delay.
• Assists in preparing consultant/facilitator scopes of work, collects required recruitment documents, and coordinates initial scheduling and orientation.
• Tracks consultant deliverables, reviews timesheets/attendance logs, and processes payment requests upon successful completion of training sessions.

Data Entry and Programme Records

• Enters participant and activity data into the designated programme tools and trackers accurately and in a timely manner following each session.
• Maintains organised and updated records of programme participants information, session attendance, and activity outcomes as defined by the Project Coordinator.
• Supports the Project Coordinator in preparing activity summaries and data inputs for reporting purposes.
• Ensures all records are handled with confidentiality and in line with JRS data protection standards.

Logistics Coordination

• Coordinates with the Admin and Liaison Officer to arrange venue setup, material availability, and participant transport in line with the activity schedule set by the Project Coordinator.
• Requests purchases of small activity supplies (stationery, refreshments, printed materials) following the procurement process and within delegated thresholds; submits receipts and purchase records to the Admin and Liaison Officer.
• Confirms with venues in advance that spaces are ready and requirements are in place; reports any gaps to the Project Coordinator.

Reporting and Administrative Support

• Attends internal team meetings and activity planning sessions; contributes operational updates as requested by the Project Coordinator.
• Maintains a simple activity log capturing key dates, participant numbers, and any implementation notes; shares with the Project Coordinator on an agreed schedule.
• Supports the Project Coordinator in preparing inputs for MEAL and donor reporting by providing accurate field-level information.
• Forecast and tracks project expenses, manages petty cash, and prepares payment requests in line with financial guidelines.
• Systematically archives physical and digital project records, ensuring compliance with data protection standards.
• Drafts meeting minutes when needed, compiles weekly activity updates, and helps in report field data of the project for reporting purposes.

Other Duties

Perform other relevant tasks as requested by the Project Coordinator in line with program needs.

Desired Candidate Profile

• University degree in International Relations, Social Science, or another relevant discipline. An advanced degree is an asset.
• Minimum 2 to 3 years of relevant work experience as a Project Assistant in an INGO or humanitarian sector.
• Demonstrated ability to work directly with programme participants, including children and youth, in a community or programme context.
• Strong organisational skills; ability to manage multiple tasks, track details accurately, and follow through without close supervision.
• Strong communication and interpersonal skills; ability to engage participants, community members, and colleagues with professionalism and sensitivity.
• Understanding of safeguarding, protection principles, and confidentiality in a humanitarian context.
• Proficiency in Microsoft Office (Excel, Word); experience with project management or reporting tools is an asset.
• Fluency in English and Arabic.
• Willingness to be present in the field during activities, including occasional weekends during implementation peaks.
• Commitment to JRS s mission, vision and values.
• Ability to convey with enthusiasm JRS s role in accompanying and serving refugees and forcibly displaced people and to advocate for their right to protection and a life in dignity.
• Trustworthy and good listener.
• High sense of discretion in dealing with confidential matters at all times.
• High integrity and honesty; ability to deal tactfully and discreetly with people, situations and information.
• Acceptance of diversity and inclusion as core values.