Project Assistant

Project Assistant

Working Relationships

Inside Wetlands International:

The project assistant  will work with and support the project managers in the organisation and report to the line manager who is part of the work planning team. Relations will be maintained most intensively with project managers but also with other staff in the Netherlands office, as well as with staff from the office network. 

Outside Wetlands International:

Consultants, contracted partner organisations, donors and any other relevant partner in our wider network

Overall Job Purpose:

Provide administrative, reporting, financial and logistical support to project managers to ensure the timely, effective and efficient implementation of projects within Wetlands International.

Responsibilities and tasks:

• Prepare draft contracts for consultants and subcontractors and monitors the terms and approval of the payments. Monitor processing, filing and timely implementation of the contract, signal deviations and ensure follow up by appropriate staff.

• Prepare draft project budgets, monitor budget expenditure and prepare invoices and transfer requests.

• Compile information to facilitate project reporting by the project manager

• Prepares project meetings, records the action points and minutes, and monitors their follow-up.

• Ensure project archiving, maintain contact database in line with the applicable procedures and with the aid of automated systems.

• Contribute to project proposal development with collecting CVs, track record, and proposal forms, updating the funding opportunities in automated system

• Support the logistical organisation and coordination of workshops, Communities of Practice and (electronic) meetings (e.g. steering group, stakeholder meetings, and conferences) abroad and in the Netherlands; makes reservations and aligns with location, co-ordination of registrations and cancellations, co-ordination and planning of travel and accommodation of participants. Puts it in advance to the project manager for approval.

Skills and experience

Essential:

• HBO thinking and working level in administration, secretariat and logistics.  At least five years  of experience in a similar position working in an international context
• Able to work accurately and systematically (planning & organising), and know how to prioritize urgent and important tasks in consultation with relevant colleagues.
• Excellent computer skills (excel, word, project administration, online document sharing systems,  intranet)
• Excellent written and verbal communication skills
• Excellent written & spoken English
• Excellent social skills, team player, specifically in a cultural diverse environment; experience in working with different cultures
• Pro-active, ‘hands-on’ attitude
• Stress Resistant

Preferred:

• Interest in working in an international multi-cultural environment
• Active interest in current environment and development matters
• Experience in book keeping would be an advantage
• Working knowledge of Dutch, French or Spanish is an asset

For applying to this vacancy, please send us a resume and an application letter indicating your motivation to silva.paronakian@wetlands.org  Interviews will take place in the week 18