Admin Assistant

Title:        Admin Assistant

Location: Youth Leadership Development Foundation

Duty Station: AL-Mukalla -Hadramout

Terms:     Full - Time Job

Duration: 12 months(Renewable )

Deadline: 15-09-2025

About YLDF:

Youth Leadership Development Foundation (YLDF) is a non-governmental non-profit organization, located in Sana’a capital city of Yemen. YLDF was founded to support youth in voicing their opinions and needs, and participating in Yemen’s development, especially underprivileged and female youth.

To learn more about YLDF, visit our website https://www.yldf.org/ and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter.

Background

Reporting to the Livelihood Project Manager will take the lead overall logistic and administrative tasks for YLDF project during the implementation phase in collaboration with other support units. The Project Admin Assistant will perform the following key functions and tasks under the direction of the Livelihood Project Manager. This position will provide direction, assistance and support for the project field and casual team

YLDF is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in program results.

Essential Job Responsibilities

1-Participate with the project team in developing project technical, financial, and field plans.

2-Supports implementation of the project’s activities by following up on activity updates in the field.

3-Follow up with relevant stakeholders.

4-Prepare all logistics for the project meetings, workshops, and trainings.

5-Supervise the data management team and process for the project beneficiaries and related communities.

6- Lead the facilitation of the field activities.

7-Assist in the process of expenditures and procurement of the activities.

8-Assist in the supervision of the FSP and SP for the project activities.

9-Communicate with the project beneficiaries, trainers, facilitators, and all stakeholders as required.

10- Monitor and follow up with the field team through field visits, reviewing field plans and reports.

11- Conduct field visits to the project-targeted governorate when needed.

12- Data entry for the project evaluations, beneficiaries, trainers, and facilitators as needed.

13- File and update field contacts and correspondence in order to ensure information sources' accuracy and its availability on a regular basis, and ensure project files are kept updated and have the most current information; process incoming documentation from partners.

14- Assists in documenting activities and workshops, and has media documentation organized and properly filed.

15- Admin support for the project team, including:

• Attends meetings with relevant clusters, partners and takes minutes.
• Types correspondences and follows up on them.
• Ensures documents requiring a signature are approved and processed in a timely manner.
• Receives and collects documents related to the project activities and maintains an accurate and complete filing system electronically and in hard copies.
• Supports the project team in organizing field visits for the project team and takes care of travel and vehicle arrangements.
• Supports the coordination of logistics for training and workshop activities.
• Supports logistics, including invitations, participants’ cards, desk signs, participants’ lists, attendance lists, invoices, per diem forms, making copies needed for the training materials, certificates, and filling up request forms for stationery needed.
• Distributes materials to participants such as handouts, pens, brochures, and evaluation forms.
• Performs any other related duties as may be assigned.
• Coordinate with units in charge of any duties to ensure smooth implementation of the activities.

Procurement Support

• Support the HQ Procurement Team with procurement activities related to the project, including preparation and follow-up of Purchase Requests and related documentation.
• Assist with local market research, collection of quotations, supplier information, and other documents as requested by the HQ Procurement Team.
• Follow up with suppliers on quotations, deliveries, and outstanding procurement documents, and coordinate locally as required.
• Support the receipt, inspection, and documentation of procured goods and services at the project location.
• Maintain organized local procurement records and provide required documents and updates to the HQ Procurement Team for the central procurement file and tracker.
• Ensure procurement support activities comply with YLDF procedures and donor requirements
• Coordinate with Finance, Procurement, and project staff to ensure procurement documentation is complete and submitted on time.

16- Comply with YLDF policies and practices with respect to code of conduct, protection and safety, equal opportunities, and other relevant policies and procedures.

17- As and when requested, represent YLDF in external forums, ensuring the YLDF profile is positively maintained as per YLDF values, objectives, strategy, and advocacy plan. This includes proactively representing in cluster coordination meetings and maintaining contact with relevant local authorities and other agencies; ensuring that the YLDF mandate, vision, approach, and activity are understood and accepted.

Qualifications and experience required:

• Bachelor’s degree or equivalent certificate/diploma in Business Administration, Management, Information Technology, Social Sciences, or a related field.
• At least two years of relevant experience in project administration, office administration, logistics, or similar support functions, preferably within an NGO or development/humanitarian organization.
• Basic knowledge and practical experience in procurement and administrative procedures, including Purchase Requests, collecting quotations, supplier follow-up, and maintaining procurement documentation.
• Good understanding of the humanitarian and development context and civil society issues in Yemen.
• Good computer proficiency, including Microsoft Office and digital document management systems.
• Good organizational, coordination, and communication skills, with strong attention to detail and the ability to manage multiple tasks and meet deadlines.
• Ability to work independently and as part of a team and to communicate effectively with project staff, suppliers, partners, beneficiaries, local authorities, and other stakeholders.
• Willingness and ability to travel within Yemen when required.
• A Good working proficiency in English, both written and spoken.
• Demonstrated commitment to YLDF’s values, code of conduct, safeguarding, protection, equal opportunities, and humanitarian principles.

Application Process:

Qualified candidates who meet the above requirements are invited to submit their applications exclusively through the YLDF recruitment system using the Following Link [ Apply ]

Please note that applications submitted through any other channels will not be considered.

If you encounter any technical issues or require assistance during the application process, you may contact us at: recruitment@yldf.org .

Only Short –listed candidates will be contacted.