Project Assistant : Asia-Pacific Observatory

Application Deadline : 18 September - 17:00 CET

Contract Duration

One-year fixed term with possibility of extension or renewal

Language Requirement

English

Location

Asean Countries

Background

The Global Initiative Against Transnational Organized Crime (GI-TOC) is an independent civil society organization headquartered in Geneva, Switzerland, with a globally dispersed Secretariat working across 43 countries. Founded in 2013, GI-TOC brings together a global network of more than 810 independent experts and a team of over 150 staff dedicated to understanding and responding to organized crime. Through research, analysis, policy engagement and support to civil society actors, GI-TOC works to deepen understanding of organized crime and strengthen effective, rights-based responses.

The GI-TOC works to:

• Identify, analyse and map criminal trends and patterns of regional instability, and their impact on illicit flows, governance, development, security, conflict and the rule of law.
• Connect and support civil society actors working on organized crime and corruption, and on their links to instability and conflict.
• Strengthen local monitoring and analysis of national, regional and international organized crime and insecurity trends.

Job Summary

Project Assistants work as part of multi-functional teams to deliver GI-TOC activities in an effective and efficient way, in line with GI-TOC policies, guidelines and norms. The project assistant will work under the direction of, and in close coordination with the Asia-Pacific Observatory Director, project leaders, the programme management team, and the other finance and core support teams.

Main Responsibilities and Specific Tasks

• Work with the Head of the project to compile invoices for submission and ensure compliance with GI-TOC and donor guidelines.
• Oversee procurement and contract management for the Observatory;
• Liaise with relevant GI-TOC staff, experts and consultants to ensure submission of administrative documents and that these files are effectively stored
• Ensure compliance with relevant regulations, policies and quality standards;
• Support the delivery of programme activities and organize events (workshops, roundtables, webinars and networking activities etc.), including the preparation and dissemination of information and follow-up communications.
• Provide administrative support to ensure the timely and efficient implementation of programme activities, including the arrangement of meetings when required.
• Assist with travel arrangements (flights, accommodation) and DSA payments for participants of events organized;
• Assist in the preparation of quarterly/annual progress and financial reports by acquiring and assembling the necessary information from relevant staff using reporting templates;

• Support the preparation and coordination of the Observatory’s newsletter, event announcements, and other routine communications products.
• Support the preparation of the PowerPoint development for outreach activities
• Draft social media content and other communications materials
• Maintain stakeholder and partner contact information, database and support routine relationship-management follow-up as directed
• Track the Asia-Pacific Observatory team’s stakeholder engagement and communication activities
• Support the development and regular updating of stakeholder maps
• Serve as one of the focal points for the audit exercises of the project and provide the relevant documentation and actions to respond to auditors’ questions/requests.
• Work closely with the other support teams – finance, programme management and HR.

Requisite Skills and Experience

The successful candidate will be able to demonstrate the following experience and skills:

• Undergraduate degree in Management, Human Resources or Business
• Extremely detail-oriented and responsible
• Strong proficiency in using the Microsoft Office suite (Word, Excel, PowerPoint)
• Ability to work systematically and accurately according to strict deadlines and under pressure
• Strong organisational skills with the ability to undertake multiple tasks and activities in parallel
• Independent, creative and highly motivated
• Excellent communication skills (written and oral), collegiality and ability to work effectively in a multicultural environment and in a small team
• At least 3 years’ experience in administrative and management support, preferably within international or foreign projects or organizations.
• Fluency in spoken and written English. Command of more languages, particularly ASEAN languages would be considered an asset.

GI-TOC operates a flexible working environment and encourages staff to achieve a suitable work-life balance and supports professional development and learning.

Only short-listed candidates will be contacted.

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