About Syria Civil Defense / The White Helmets

The Syria Civil Defense (SCD)/ The White Helmets, also known as The White Helmets, is a grassroots, community-driven initiative established in response to the Syrian crisis. We are from the people and for the people, committed to doing whatever we can, wherever we can, for as long as we can, to protect and alleviate the suffering of civilians, regardless of their identity or background.

Our organization currently comprises more than 3,000 volunteers and staff operating through community-based centers and specialized teams, including 39 women’s centers, supported by management and coordination offices across Syria and overseas.

We provide critical services in comprehensive programs under three business lines:

Emergency response: pillar includes women’s centers, emergency medical services, search and rescue operations, firefighting, and more.

Community resilience: encompassing early recovery and mine action programs, climate change adaptation, and localization and community empowerment.

Human Rights and Peace Building: Includes evidence collection and archiving, investigation support and case building, and advocacy and research

All services are delivered in adherence to international humanitarian standards, ensuring neutrality, independence, equality, and impartiality.

Further information about us can be found at www.whitehelmets.org.

SCOPE OF WORK

The Project Officer will oversee the operational and reporting aspects of the Mine Action program, focusing on delivering high-quality reports and ensuring effective communication with donors and stakeholders. The position will play a crucial role in documenting program achievements and maintaining compliance with donor requirements and organizational policies.

TERMS OF REFERENCE

• Duty station: Syria
• Line manager: Mine Action Program Coordinator
• Line management Responsibility: N/A
• Full-time/Part-time: Full-time

Tasks and Activities

Administrative Tasks

• Maintain organized and up-to-date records of all program activities, reports, and correspondence.
• Archive project documents systematically to ensure accessibility and compliance with organizational policies.
• Schedule, organize, and document meetings with internal teams, donors, and stakeholders.
• Prepare meeting agendas, take detailed minutes, and follow up on action points.
• Serve as the focal point for internal and external communication related to program activities.
• Respond to inquiries and provide regular updates to stakeholders.
• Provide administrative support for the preparation and submission of program reports.
• Ensure reports are delivered on time and meet donor and organizational requirements.

Technical Tasks

• Prepare the project implementation plan in cooperation with the Program Coordinator/Projects Coordinator.
• Coordinate with the Line Manager, programs, sector leads, finance, and administration staff to ensure operational systems are in place to support activities.
• Timely completion of annual work plans, and reports and ensure grant management compliance for the WH project in alignment with donor and WH regulations.
• Engage directly with the staff/ partners, local communities, donor representatives, and other stakeholders regarding the project planning and implementation.
• Prepare and submit output reports and performance progress reports detailing achievements against plans and variance regularly in liaison with programs and MEAL.
• Take the lead in coordination and communication among team members to effectively achieve program objectives.
• Establish and maintain effective project management tools for implementation, work plan management, procurement, budget management and spending planning, quality assurance monitoring, beneficiary accountability, and programmatic and financial reporting.
• Develop project Detailed Implementation Plans (DIPs), procurement plans and purchase requisitions for the project.
• Work closely with procurement and logistics to make sure project materials (if any) are procured and delivered to project sites promptly to meet the project objectives.
• Work with other Technical Advisors, Field Supervisors, and MEAL to ensure timely, high-quality project implementation, reviews, and oversight.
• Attending relevant cluster meetings if necessary and any other ad-hoc external meetings to ensure effective coordination and networking with authorities and other agencies working in the relevant sector.
• Making proactive efforts to improve the quality of implementation based on reflections and learnings.
• The ability to analyze data to assess needs and work on preparing and writing project concept notes and proposals.
• Coordinate and cooperate with the staff of the relevant directorates to ensure the optimal implementation of the project in accordance with the time, scope, and planned budget.
• Ensure integration between the various components of a single project in multi-project programs.
• Pre-planning project activities at the level of the activities implemented (financially, supplies, human resources, .... etc.) and integrating activities in one project plan and updating the plans, when necessary, in coordination with directorates. The project coordinator is primarily responsible for achieving integration between the various implemented projects.
• Manage the change processes that occur during projects’ implementation with all stakeholders, internally and externally, and ensure stakeholders’ inputs are regarded.
• Follow up the relevant inputs in the project with the concerned departments to prepare the required reports (narrative, financial, procurement, human resources, security and safety, ... etc.), and share them with the donor in the specified time and required quality.
• Ensure the implementation of the corrective recommendations received from the relevant departments and units to ensure internal and external compliance.
• Ensure adherence to work standards approved in the organization during the implementation of projects (Gender Equality, Conflict sensitivity, protection mainstreaming...).
• Carry out periodic evaluations of project management unit staff in accordance with the human resources management plan.
• Completely close the project and ensure that there are no outstanding issues internally or externally.

Required qualifications: Education, Experience and Competencies:

Essential:

• University degree holder.
• The Arabic language is the mother tongue and Advanced level in English.
• A minimum of five years’ experience in project management development.
• Full proficiency in Microsoft office suite.
• A minimum of five years’ experience in humanitarian work, and principles, donors’ policies and procedures, and NGO clusters.

Desirable:

• Master degree holder.
• A minimum of seven years’ experience in humanitarian work, and principles, donors’ policies and procedures, and NGO clusters.
• Preferably have a PMD PRO1 certified.
• Basic knowledge (MEAL).