Project Assistant

INTERSOS is a non-profit humanitarian aid organization that works to bring assistance to people in danger, victims of natural disasters and armed conflicts. Established in 1992 with support from the Italian Federation of Trade Unions, its actions are based on the values of solidarity, justice, human dignity, equal rights and opportunities for all people and respect for diversity and coexistence, paying particular attention to the most vulnerable and the unprotected.

INTERSOS identifies with the core values of CONCORD, the European Confederation of NGOs; it adheres to international codes of conduct for humanitarian organizations and the values and principles expressed within those codes. INTERSOS is recognized by the Italian Ministry for Foreign Affairs, the European Commission and the principal UN agencies; it is privileged to hold an advisory status with the United Nations Economic and Social Council (ECOSOC).

INTERSOS is an independent association which, through its own humanitarian operators, intervenes to effectively answer the needs of people in serious crises situations, mainly in the world's poorest regions, who are suffering, deprived of rights, dignity and essentials goods. It maintains a flexible operating structure. The head office in Italy coordinates, supports and monitors the planned activities in the countries of intervention carried out by decentralized offices.

Job Purpose:

The overall task of the Project Assistant is to support the Head of Base/Project Manager in Beirut and INTERSOS management staff in the implementation of the project. She/he will contribute to the accurate realization of all assigned project activities and their relative economic and financial administration. This position involves supporting a project for the renovation of a playing field and working with a local organization to implement sports, art and psychosocial support (PSS) activities for children.

Generic Duties:

Project cycle management:

• Assist the Head of Base/Project Manager in management and implementation process under the project.
• Support in defining and applying roles, procedures, operating processes and working methodologies required to ensure a proper management of the project.
• Assist in ensuring that project teams develop detailed activity plans in line with the objectives of donor proposals.

Monitoring and reporting:

• Participate in monitoring of project activities and gathering information to be reported into the PAT or any other reporting format according to the donor’s requirements.
• Contribute to writing and formatting weekly and monthly reports and to the preparation of documents for interim and final reports required by donors.

Procurement & logistics:

• Assist the  Head of Base/Project Manager and the staff involved in the execution of procurement procedures and the administrative and finance department for the preparation of contracts with awarded suppliers; follow-up on contract signing and document/payment delivery and collection.
• Support the Logistics team in project-related logistics aspects and documentation for goods and supplies, in compliance with donor regulations.  

Documentation:

• Support the Head of Base/Project Manager in the preparation of all project documentation up until its conclusion, including the organization of the project archive.
• Take pictures and correlate information on activities carried out and any other matters pertaining the area of intervention during field visit.

Coordination and representation:

• Participate in staff coordination meetings and contribute to follow-up of the project activities.
• Attend meetings and events organized by donor and/or other humanitarian agencies, providing minutes to the  Head of Base/ Project Manager.
• Maintain relationship with relevant authorities.

Communications:

• Per donor specifications, ensure that communication pieces (including stories, photos, videos and posts) are submitted in a timely manner and accurately depicting the project activities and progress, including beneficiary consent prior to any collection of materials and ensure safe and proper storage of all consent forms related to the project.

Specific Duties:

1.  Support and liaise with appointed local partner to ensure implementation of activities for youths.
2. Conduct training with local partner on non-focused PSS and PSEA.
3. Follow-up with Shelter team to ensure repair works are timely and up to standard.
4. Report any problem or concern to the Head of Base/Project Manager.
5. Perform other related duties upon request to support the project team and the project implementation process to include Shelter and Protection activities.

Competencies: (Knowledge, Skills & Abilities)

Professional Competencies:

• Minimum 4 years of relevant work experience (of which minimum 2 years in NGO).
• Knowledge of humanitarian and NGO principles.
• Good financial and budgeting understanding.
• High computer literacy (Microsoft Word, Excel, outlook...)
• Valid driving license issued since more than 1 year.
• 2 years of previous experience with Shelter and/or Protection projects is desirable.

Behavioural competencies:

• Teamwork
• Initiative; Independence, i.e. conducting tasks with minimal supervision.
• Cultural awareness & neutrality
• High flexibility and adaptability
• Excellent planning and organizing skills; Ability to manage multiple activities and to organize work efficiently and deliver assignments in a timely manner
• Excellent communication and interpersonal skills
• High level of relationship building.
• Strong analytical thinking and practical problem-solving skills
• Ethical and transparent decision-making
• Leadership; Developing and motivating others
• Driving and achieving results
• Strategic thinking
• Humanitarian motivation and commitment to INTERSOS values
• Respect of Intersos policies and procedures