Project Assistant (Service Contract)

Your responsibilities

The Project Assistant reports to the Head of Project supports the day-to-day management and administration. The Project Assistant supports the management in producing reports and other relevant documents for donors and head quarter. Additionally, the Project Assistant gets the task to organize coordination meetings with partner organizations, conferences, PR events. The position holder is aware of, understands and ensures compliance with all Welthungerhilfe’s policies and procedures. Starting date: Asap. Service fees are paid on a monthly basis. 

Main duties & Responsibilities

Responsibility # 1:  Support to management and administration

• Supporting on partners’ financial and narrative reports and support them whenever necessary
• Supporting WHH’s capacity building plans to ensure that they are effective, relevant, and timely
• Supporting the HOP in organizing review meetings, and sub-award close-out meetings by arranging the time and venue based on the availability of participants, collecting materials and compiling inputs from participants prior to the meeting, making copies, sending invitations, taking minutes of meeting, updating the action points’ tracker.
• Arranging logistics and administration of program, finance, and compliance monitoring visits at the partner premises, including making ground transport arrangements and arranging meeting venues. Ensure that the monitoring visits reports are signed and filed properly after the visit.

Responsibility # 2:  Organization and communication

• Supporting the management in identifying guest-speakers and experts
• Supporting with planning conferences and advocacy and awareness events
• Ensuring that project visibility activities and key messages are aligned with the project’s communication strategy, WWH guidelines, and partners’ requirements
• Managing the visibility of events and conferences for local NGOs, INGOs, and local communities
• Coordinating with WHH Communications team on preparing material.

Responsibility # 3 Implementation

• Supporting the management in following up on the status of implementation
• Participating in the development of implementation work plans

Responsibility # 4 Monitoring and Evaluation

• Conducting initial reviews of partners’ deliverables, such as narrative and financial reports, to determine if they meet the bare minimum requirements before forwarding deliverables to programs (implementation expert) and finance teams.
• Maintaining the partners’ files electronically and in hard copies, including filing all appropriate communication and maintaining the sub-award tracker capturing all requirements throughout the partnership life cycle, including reporting and monitoring schedules, partner deliverables (including both programmatic and financial reports).
• Supporting the HOP in documenting any lessons learned. Ensuring that lessons learned are disseminated to key stakeholders within WHH and filed properly.
• Receiving and channeling Feedback received from the partners 

Other:

• Liaison with local and national authorities, and Lebanese partners
• Understanding and complying with all of Welthungerhilfe’s policies and procedures (finance, logistics, HR, PSEA policy, Code of Conduct, etc).
• Supporting the management in development of policy papers, internal regulations
• Undertaking other related duties as may reasonably be assigned by the Head of Project.

Your profile

ESSENTIAL REQUIREMENTS

• Bachelor’s degree or equivalent in Business Administration, International Development or related humanities field.
• 2 years minimum experience in a similar role working in communication functions, preferably in an International NGO.
• Proven experience in organizing events, planning actions, quality assurance and other matters related to the project.
• Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
• A strong interest in providing high-quality administrative support to a professional team.
• Fluency in both English and Arabic, spoken (including translation) and written, is essential
• Good communicator with strong organizational and time management skills.
• Attention to detail.
• Strong computer skills: must be competent in the use of Windows MS office programs (Word, Excel, Power Point, Outlook).

DESIDERABLE REQUIREMENTS

• A demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary.
• Excellent interpersonal, cultural and diplomatic skills.
• Ability to work well independently and with a team.
• Ability to handle sensitive matters with tact and discretion.
• Demonstrates openness to change and ability to manage complexities
• Professional demeanor, integrity, tact, and good judgment.
• Demonstrate fairness, integrity and impartiality
• Knowledge of setting workplans and following up on activities and timelines

Our offer

We offer you the opportunity to work in a responsible and interesting field as part of an extremely dedicated team. Welthungerhilfe attaches great importance to the personal and professional development of its contractors and the balance of their work and private life. Remuneration is based on our gender-independent salary scale.

WHH receives funds from its donors for projects. If necessary funds are secured the duration of the announced post may be extended. If project funding is not secured the activities will stop completely and the service/consultancy contract shall be terminated.