Partnership Project Assistant (HAVEN) in ACTED

ACTED is a French NGO founded in 1993 that supports vulnerable populations affected by humanitarian crises around the world. ACTED provides ongoing support to vulnerable communities by ensuring post-crisis resilience and preparedness for the long-term challenges facing populations to break the cycle of poverty, promote development and reduce vulnerability to disasters. Our employees are always ready to respond to emergencies, support and restore sustainable development through 450 projects in 43 countries.

Assignment

Humanitarian Action through Volunteers, Enablers and Networks (HAVEN) is a Consortium that unites National and International NGOs tending to more effectively support local entities involved in humanitarian response in frontline areas, creating linkages between humanitarian and early recovery work, and connecting them to other support where needed. 

The Project Assistant will support the project team with administrative tasks, organization of meetings/trainings/events, development of internal and external communication materials, etc.  

S/he will work with local authorities, international organizations, CSOs etc.

Functions

• Support the electronic archiving of program documentation. 

• Participate in internal and external meetings under the guidance of Project Officers, Senior Officer, or the Manager. 

• Support the implementation of tasks assigned by Project Officers, Senior Officer, or the Manager. 

• Support team members in ensuring compliance of program documentation. 

• Support team members in cooperation with local authorities, international organizations, and civil society organizations (CSOs). 

• Participate in the planning and development of project communication, coordination, and implementation activities in designated areas. 

• Develop internal and external communication materials. 

• Organize meetings and training sessions with various stakeholders. 

• Maintain and regularly update trackers for project activities in line with the work plan and project requirements. 

• Support activities related to project implementation and reporting. 

• Ensure visibility of Acted and donors in all activities, in compliance with Acted Global visibility guidelines. 

• Assist Project Officers in the sub-granting process, ensuring adherence to Acted’s partnership approach and compliance with FLATS procedures. 

• Support MEAL activities, including monitoring and evaluation of project implementation. 

• Conduct field visits for supervising project implementation and prepare visit reports.
  
  Logistics

• Send accurate and precise order forms in a timely manner if requested by the line manager  

• Confirm quality of material selection when applicable  

• Plan movements based on available fleet and applicable policies 

Finance  

• Support the line manager in reviewing the BFU(s) and provide accurate forecasts 

HR 

• Commitment to continuous learning through trainings and timely identification of capacity-building needs and opportunities, in coordination with line Manager/TC/HR Dept. 

Transparency and Compliance  

• Ensuring compliance to Acted internal procedures and donor procedures 

• Accurate record keeping of project documentation, including photos and proper filing of meeting minutes, databases, attendance sheets, assessment reports/documents, review and updating of databases etc., in soft and hard copy 

Others 

• Provide translation of various documents (e.g. reports, minutes, beneficiary lists, information signs) upon request of the line manager  

• Perform any additional task as requested by the line manager.

Experience and skills

1. 2 years of humanitarian experience and / or development activities, experience in the field of local governance, local economic development 

2. Ability to draft analytical documents, plans, development strategies, understanding the structure of public authorities and local governments will be an advantage. 

3. Experience working with the public and conducting focus groups will be an asset.

4. Computer skills, ability to use Microsoft Office software (MS Word, Excel, PowerPoint, etc.).

5. Ability to work independently and in a team, actively advocate for own ideas. 

6. Stress and multitasking skills are required.

7. Basic English.

Attention! According to current legislation, upon employment, citizens of Ukraine who are conscripted into the military must provide military registration documents and update their military registration data.

Attention! Per current legislation, individuals subject to military service duty must provide updated military registration documents while being employed.

We offer:

• Official employment;
• Regular salary review;
• 28 calendar days of annual leave;
• 3 additional days of leave per year according to internal policies;
• 100% salary sick pay (up to 15 days per year) according to internal policies;
• Ability to work remotely 2 days per week according to internal policies;
• Health and life insurance after the initial contract period ends;
• A comfortable modern office with a relaxation area where tea and coffee are always available;
• A friendly multicultural team that supports development and openness;
• Access to consultations with a professional psychologist to support mental health;
• English language courses to improve communication skills skills;
• Prospects of career growth.

"ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.”