Project Assistant

Essential Responsibilities and Duties

• Regular coordination & communication with 17 DMAG
  • Act as a point of contact for DMAG members on logistics issues in coordination with the DMAG Project Manager.
  • Write and distribute email, correspondence memos, letters, forms and reports with DMAG members and their respective national societies.
  • Ensure that information and learnings are shared and coordinated between the different DMAG sub groups and other movement partners (ICRC, IFRC and interested PNSs)
  • Maintain and update DMAG databases including training material, contact lists, regional trainer’s information, etc…
  • Liaise with DMAG project manager to handle requests and queries from DMAG steering committee. 
  • Document and share information including lessons learned from meetings/events and initiate review process.
  • Support the DMAG PM in the fluid sharing of information / communication between DMAG and other movement partners (ICRC, IFRC, interested PNSs)
  • Abide by and work in accordance with the Red Cross and Red Crescent principles.

• DMAG events (meetings, training, workshops, etc.) planning
  • Plan, coordinate, manage and physically attend DMAG meetings, trainings and events with attention to time and budget.
    1. Draft event invitation letters and Terms of Reference.
    2. Make travel and meeting arrangements.
    3. Organize, schedule and prepare agendas for events and meetings
    4. Planning event logistics, such as venue, seating, guest lists, setup, equipment, translation, printouts, transportation lists, etc.
    5. Managing and overseeing events on the day of event including problem-solving, welcoming guests, directing event set-up, communicating with concerned staff, etc. 
    6. Support in preparation of training education material and aids.
    7. Coordinate and facilitate the various discussion during the events/workshops/trainings as necessary.
    8. Gather feedback from event participants 

• • Prepare event reports & minutes of meetings and maintain appropriate filing systems.
  • Support in planning and delivery of DMAG trainings as needed.
• Budget and expenditure overview
  • Submit and reconcile expense reports related to DMAG meetings and trainings.

• Perform any other work-related duties and responsibilities that may be assigned by the line manager.