Project Assistant

Contract type: Local (full-time)
Starting date: ASAP
Contract duration: until September 19, 2024
Salary: 23238 MDL gross
Duty Station: Chisinau, Moldova
Application deadline: April 16, 2024

GENERAL CONTEXT AND BACKGROUND:

HELVETAS is the largest Swiss nongovernmental organization with a dual mandate for long term development and humanitarian response. It has been present in Moldova since 2018 implementing projects in the field of market systems development in the field of agriculture.

Currently HELVETAS is implementing the project Building Resilient Communities in Stefan Voda rayon. In this regard we are looking for a Project Assistant to join our team.

GENERAL POSITION SUMMARY:

Project Assistant supports Project Manager in project implementation providing comprehensive assistance to the Project Manager in executing project activities, ensuring smooth implementation and adherence to project timelines. Project Assistant takes the lead in organizing various types of events related to the project, including meetings, workshops, trainings, ensuring all logistical arrangements are made effectively. Project Assistant maintains meticulous records of project activities, including meeting minutes, action items, project plans, progress reports, and other relevant documentation, ensuring accuracy and timeliness.

MAIN TASKS:

• Assistance in the implementation of project activities
• Assistance in organizing all types of events that are planned in the project, including logistical support, administrative organization and marketing, to ensure that they are well-attended, operate smoothly, and generate positive exposure
• Providing technical and administrative support to the Project Manager/HR&Admin Manager (e.g. event organization) when required
• Conducting research on relevant topics, gathering data, and performing analysis to support decision-making processes and providing insights for project planning and execution (e.g. market research to identify new suppliers)
• Maintaining appropriate internal and external communications, ensuring communication between the implementation team and the partners/beneficiaries of the project
• Assistance in monitoring the activities within the project regarding the progress in the implementation of the action plan, providing regular updates to the Project Manager
• Carrying out field trips and other trips necessary to implement the project
• Performing specified commercial, organisational and administrative tasks correctly and on schedule in collaboration and consultation with the line manager, in accordance with the project objectives and with due regard for legal, contractual and internal requirements and procedures
• Cooperating constructively with all internal and external stakeholders in the area of responsibility ensuring that information flows correctly
• Ensuring accurate and timely documentation of project activities, including training sessions, outreach events etc.
• Contributing to the development of reports, including the documentation of challenges, successes, and lessons learned during the implementation of project activities
• Elaboration and drafting of project-specific correspondence documents (letters, e-mails, minutes, etc.)
• Providing support for the Project Manager in the preparation of narrative reports within the project
• Ensuring that day-to-day business runs smoothly responding to written enquiries, replying to non-standard queries, preparing reports and correspondence and translating texts, where and when necessary
• Proper recordkeeping and management of project-related documentation
• Managing and updating the required files and data for the work area (compiling these files and data for evaluations and statistics, in line with requirements, and observing the quality assurance standards that apply for documents)

REQUIRED KNOWLEDGE AND SKILLS:

• Bachelor’s degree in International relations, Social Sciences, Administration or related field
• Excellent communication skills in Romanian, Russian and English, oral and written, including a good track record of report writing
• Ability to present information logically, clearly and concisely
• Ability to multitask and work in a team
• Ability in developing and maintaining strong relationships with community members, local organisations, and other stakeholders
• Excellent organization skills
• Good time management
• Reporting capacity organized and rigorous
• Learning capacity
• Driving licence B category

PROFESSIONAL EXPERIENCE:

• Experience working in (i)NGOs
• Experience in planning and coordination of different meetings, learning sessions, trainings
• Experience working with documents and writing reports
• Experience in all aspects of project cycle implementing

Please mention the name, position and contact details of at least two references, including the line manager during your last job. Family members are to be excluded.

Send your application (resume and cover letter) in English to HR.Moldova@helvetas.org.

Please indicate in the subject line the position you are applying for.

Only shortlisted candidates will be interviewed.

*All of the information you provide during the application process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary. It will be held securely by us whether the information is in electronic or physical format