TITLE: Project Assistant  
TEAM/PROGRAMME: Program Operations LOCATION: Greater Cairo 
GRADE: 5 CONTRACT LENGTH: Until December 2024, with a possibility for extension based on performance and budget availability
CHILD SAFEGUARDING: Level 3: the post holder will have contact with children and/or young people eitherfrequently (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 Project Assistant is accountable for the day to day operations by serving as a central point for facilitating the project’s administration, logistics, procurement and financial processes. The 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 staff with capacity building and support.

SCOPE OF ROLE:

Reports to: Project Manager

Staff reporting to this post: NA

KEY AREAS OF ACCOUNTABILITY: 

• Provide logistical, 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 

• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

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.

QUALIFICATIONS

• Bachelor Degree in any relevant fields 

• Minimum of 2 years of experience in administrative/project implementation with strong experience in logistic work.

• Proven knowledge and skills in project planning, implementation, monitoring and evaluation is desirable

• Excellent knowledge of Microsoft Office software including Word, Excel and PowerPoint Excellent writing and presentation skills. 

Very good command in writing and speaking Arabic and English.

EXPERIENCE AND SKILLS

Essential

• Ability to work in high pressure environment with competing priorities and tight deadlines 

• Excellent organizational and time management skill.

• Strong interpersonal, verbal, and written skills required 

• Ability to take initiative and work independently, as well as part of a team. 

• Ability to problem solve and multi-task.

• Good knowledge of child protection issues will be an added advantage.

.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties relevant to their field of work.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse. The role holder is required to adhere to SCI Safeguarding policies and child participation

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Date: March 2024 Author: SCI