Project Assistant – THRIVE assisting with the administration, coordination, and compliance of project processes, requiring a Bachelor’s degree in Business Administration with 1+ year experience in administrative and operational roles, in an international NGO environment, on-site role.
Role purpose
The
Project Assistant is part of the THRIVE global programme team and is
responsible for assisting with the administration, coordination, monitoring,
and compliance of project and partner-related processes. The role supports
accurate information management, contract administration, reporting, and
logistical coordination, while ensuring compliance with organizational and
donor requirements.
Key responsibilities
The key responsibilities of the role include:
Contract
and project administration
- Review and complete compliance checklists and contract documentation
to ensure accuracy and completeness before processing.
- Coordinate contract routing and signature processes per the
Delegation of Authority (DoA).
- Verify returned contracts and supporting documentation, including:
- Signed agreements
- Banking information forms
- Auditor forms
- Conflict of Interest declarations
- Maintain accurate contract records and archives.
- Process contract sign-off information and facilitate the release of
liabilities after all compliance requirements have been met.
- Review and verify requests for contract amendments, and project and
no-cost extensions.
Monitor
and reporting
- Monitor partner intake, contracting, payment, and assessment
processes.
- Monitor the completeness and accuracy of staff time registration.
- Support project and grant closure processes by ensuring compliance
with requirements.
Data,
information and reporting
- Enter, process, maintain, and update financial, project, and
operational data in relevant systems and databases, ensuring its accuracy
and completeness.
- Monitor reporting requirements and deadlines, follow up on
outstanding information, and support the preparation and consolidation of
project reports.
Administrative,
logistical and operational Support
- Coordinate administrative and logistical arrangements for the
project’s operations, including procurement process, travel, meetings, and
events, maintaining calendars, taking meeting notes, and ensuring follow‑up
on agreed actions.
- Ensure that administrative and logistical activities are carried out
efficiently and in compliance with applicable policies and regulations.
Quality
assurance and risk management
- Perform compliance reviews to ensure project activities adhere to
organizational and donor requirements.
- Support risk mitigation initiatives related to project
administration and contracting.
- Verify the accuracy and completeness of project and partner
documentation.
- Facilitate control checks throughout the project lifecycle.
- Contribute to continuous improvement of compliance and monitoring
processes.
Person specifications
Qualifications
- Bachelor’s degree (completed or in progress) in Business
Administration, International Business, International Relations, or
related fields.
Knowledge
/ experience
- Minimum of 1 year of experience in administrative and operational
roles, preferably within nonprofit organizations and/or international
cooperation projects.
- Experience in procurement processes and event coordination is an
advantage.
- Fluency in English is essential; knowledge of Arabic or Spanish is
an asset.
Key
skills /attributes
- Advanced MS Office skills (Excel, Word, PowerPoint).
- Strong organization, accuracy, and attention to detail.
- Ability to manage multiple tasks simultaneously.
- Integrity, accountability, professionalism and ethical judgement.
How to Apply
