Project Assistant

Contract type: Local (full-time)
Starting date: ASAP
Contract duration: one year with the possibility of extension
Salary: 23238 MDL gross
Duty Station: Chisinau, Moldova
Application deadline: September 20, 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 with financial support from USAID. 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. This position involves frequent field trips to Causeni and Criuleni Rayons to support field-based activities.
MAIN TASKS:

Assist in the preparation, management, and organization of project documentation, reports, and correspondence, including the scheduling and coordination of meetings, workshops, and training sessions. 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
Conduct research on relevant topics, gathering data, and performing analysis to support decision-making processes and providing insights for project planning and execution
Assist in the collection, analysis, and reporting of project data, and support the monitoring and evaluation of project activities to ensure alignment with objectives and targets. Prepare and submit regular reports on project progress and issues to the Project Manager
Perform 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
Conduct site visits to Causeni and Criuleni Rayons to support field-based activities and assessments, and assist in organizing and executing community outreach and awareness campaigns
Assist in ensuring that all project activities comply with relevant regulations, guidelines, and organizational policies.
Liaise with local authorities, community leaders, and other stakeholders to support project activities and ensure alignment with local needs, while also facilitating communication between project team members and external partners
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)
Maintain appropriate internal and external communications, ensuring communication between the implementation team and the partners/beneficiaries of the project
Coordinate project activities to ensure timely execution of tasks according to project plans, including preparing and distributing project materials, and providing logistical support for field visits, and travel arrangements

REQUIRED KNOWLEDGE AND SKILLS:

Bachelor’s degree in International relations, Social Sciences, Administration or related field.
Strong organizational and administrative skills.
Excellent communication skills in Romanian, Russian, English, both oral and written, including a good track record of report writing
Ability to present information logically, clearly and concisely
Ability to multitask
Ability to work independently and as part of a team
Strong interpersonal skills and the ability to engage with diverse stakeholders
Flexibility and adaptability to changing project needs and priorities.
Good time management
Reporting capacity organized and rigorous
Learning capacity
Driving licence B category

PROFESSIONAL EXPERIENCE:

Experience working in (i)NGOs
Experience in project support, administration, or a related role
Experience working with documents and writing reports

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 E-mail:
hr.moldova@helvetas.org