Project Assistant

5 months ago

مصر, Egypt Save the Children Full time

**TITLE: Project Assistant**

**TEAM/PROGRAMME**:FORSA IX**LOCATION**:Greater Cairo**GRADE**: 5**CONTRACT LENGTH**:8 Month**CHILD SAFEGUARDING**:Level 3: the post holder will have contact with children and/or young people
- _either _frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting the country programs; or because they are responsible for**ROLE PURPOSE**: The Admin Assistant accountable for the day to day operations by serving as a central point for facilitating the project’s administration, logistics, procurement and financial processes. Post holder is accountable for ensuring operation’s efficiency through the management of various functions of the operational aspects and project resources in coordination with Finance, HR, Risk and Compliance, Safety and Security, Admin and Supply chain units. Areas of responsibility include but are not limited to: leading on the project administration tasks such as preparation of documentation, training materials, establishing and maintaining administrative systems and filing); logistics tasks (identifying venues for trainings/meetings, procurement process, and arranging travel); and finally oversee the project financial procedures of the indirect implementation ensuring that it is in line with Save the Children (SCI) Policies and donor requirements. As well as providing partner NGOs admin staffwith capacity building and support**SCOPE OF ROLE**:
**Reports to**:FORSA 1X Project Manager

**Staff reporting to this post: NA
**KEY AREAS OF ACCOUNTABILITY**:

- Provide logístical, financial and administration support to the implementing teams to ensure the timely project implementation in consistency with SCI policies and procedures and donor requirements.
- Lead and oversee all the preparation of the project events and gatherings including schedule, materials, logistics and any other related tasks.
- Participate in the development of all project plans including programmatic and procurement activities according to project proposal and logical frame work.
- Prepare payments, advances and supervising the settlement of open advances.
- Keeping track of project expenses sheet and project financial documents and monitoring cash flow.
- Assist the project lead in developing and monitoring the project offline trackers.
- Oversee the procurement process starting issuing and monitoring all the procurement requests ensuring the compliance and filing of required documents in accordance with the donor and SCI policies in collaboration with the procurement department. Follow up on vendor payments and purchase orders;
- Supporting the team in all the administrative tasks related to their travel in coordination with the admin and fleet units
- Support in coordinating meetings with stakeholders such as scheduling, setting up logistics for meetings,

organizing agenda items, taking minutes during meetings, circulating notes and/or action items after meetings.
- Maintain good relations with all project partners and participate in required events

**Reporting and documentation**:

- Organize and maintain project files; maintain electronic and paper records
- Maintaining proper inventory records of project material and publication;
- Report weekly to line manager on tasks updates.

**BEHAVIOURS (Values in Practice) Accountability**:

- Holds self
- accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

**Ambition**:

- Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
- widely shares their personal vision for Save the Children, engages and motivates others
- future orientated, thinks strategically and on a global scale.

**Collaboration**:

- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to.

**Creativity**:

- Develops and encourages new and innovative solutions.
- willing to take disciplined risks.

**Integrity**:

- Honest, encourages openness and transparency; demonstrates highest levels of integrity
- equal opportunities, and other relevant policies and procedures.

**BEHAVIOURS**

**Accountability**:

- holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- holds self-accountable to deliver on his/her responsibilities.
- Use project resources in a timely manner, to achieve project goals.

**Ambition**:

- sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
- widely shares his/her personal vision for Save the Children, engages and motivat

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