Project Assistant for Strategic Communication and Support to Mass Media Project

TERMS OF REFERENCE: PROJECT ASSISTANT (Full time)

     

Rationale

The Project Assistant is responsible for office organization and project administration, and assists the Team Leader, the Key Expert 2, and other members of the team in conducting, documenting, and reporting on all project activities.

Position

Project Assistant

 

Key tasks

·       Provides support to the Team Leader, KE2 and other members of the experts team in organizing the day-to-day operation of the project:

Ø  Organizes and updates the daily agenda & calendar of events;

Ø  Organizes regular and ad-hoc team meetings;

Ø  Drafts, distributes, and archives meeting notes;

Ø  Ensures follow-up with team members, keeps track of deadlines;

Ø  Drafts and archives correspondence and reports;

Ø  Files and maintains project documentation;

Ø  Provides written translations English-Romanian and vice versa of small documents;

Ø  Provides general logistics support.

·       Provides support to the Team Leader in the documentation, monitoring and evaluation of project activities and results:

Ø  Maintains and updates the tables of outputs, indicators and days utilized by the experts;

Ø  Prepares regular (monthly, quarterly, and annual) reports, as well as ad-hoc reports;

Ø  Provides input for project deliverables, as required by KEs.

·       Assists the Team Leader in revising, submitting, and archiving the time sheets for the experts.

·       Organizes the Dropbox folders and supervises the proper archiving of files by all members of the team.

·       Manages the daily office operations in accordance with the Contractor’s Office guidelines and under the guidance of Procurement and Finance Manager; purchases office supplies, participates in procurement of equipment and consumables.

·       Provides support to the CWU Project Manager and Team Leader in preparing approval packages for experts, and any other documentation related to such approvals.

·       Prepares, upon request from Team Leader and CWU Project Manager, paperwork for EUD related to project activities.

·       Performs market research to identify reliable suppliers for the services and goods needed for the project; maintains data bases of suppliers, under the guidance of the Finance Manager.

·       Ensures payments of invoices and maintains contact with service providers, as required by the Finance Manager.

·       Organizes official meetings and prepares visits for experts - facilitates accommodation, hotel reservations, purchases flight tickets, drafts documents for visas, meets guests at airport etc. 

·       Provides support to the project team in the organization and reporting of events.

·       Maintains and updates regularly data bases of contacts - other EU-funded projects, local partners, counterparts, stakeholders, beneficiaries etc.

·       Participates in ensuring proper functioning & maintenance of Europe Café space & equipment. 

·       Undertakes other duties consistent with this role that may be assigned by the Team Leader.

Reporting

To the Team Leader and the Project Manager

Deliverables

Reports; Contacts Data bases; Tables of outputs and indicators; Meeting notes

Requirements

·       Fluent in Romanian and English (verbal and written), good knowledge of Russian (verbal and written).

·       University degree, preferably in Political Science, Journalism, International and European relations, Foreign languages, Economics, or any related fields. At least five years of general professional experience.

·       At least 3 years of specific professional experience working in EU-funded projects and / or international organizations.

·       General knowledge / familiarity with EU assistance and projects in Moldova.

·       Very good command of the Microsoft Office applications (Word, Excel, Power Point).

·       Familiarity with corporate communication principles, requirements, and rules.

·       Solid experience in drafting and filing business correspondence in Romanian and English.

·       Solid experience in drafting meeting minutes, short analytical reports, in writing and editing reports in Romanian and English.

·       Pro-active and with an analytical and critical mindset for making for project activities related.

·       Familiarity with activities related to financial management.

·       Meticulous attention to details, well-organized person.

·       Team player, ability to communicate smoothly will all members of the team.

·       Capacity to react quickly and work well under tight deadlines.

·       Capacity to perform well under limited guidance.

  • Highly motivated with a strong work ethic.
  • Able to thrive in a high-volume work environment and during overtime, when needed.

To apply

·       Send a CV and Cover Letter to tamara@commiwthus.eu

Deadline

·       05 decembrie 2021, COB

 

Author: Tamitza Ciochina

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