Project Assistant

TERMS OF REFERENCE

Position

: Project Assistant  

Place of Performance

: Gaza

Contract Duration

: One year with possibility of extension

Starting Date

: TBC

OVERVIEW OF CTG GLOBAL

CTG Global is a managed service company specializing in Recruitment, Management Consultancy, Human Resources support services and Monitoring & Evaluation in post disaster and post conflict countries around the world.

CTG Global provides services to humanitarian organizations, government, non-governmental organizations and corporates that enables public and private sectors to focus on their core business and the achievement of their objectives in hostile and threatening environments as we provide a safe and secure environment for them to do so and alleviate them of their risks, crisis and personnel management problems.

Purpose and Scope of Assignment

Administration

·              Serve as point of contact between different units in the project on daily practical issues related to the implementation of the project, point of contact for administrative and operational needs and requirements for the project.

·              Develop and maintain project files to include agreements, budgets, contracts, documentation on procurement and financial transaction, quarterly and annual reports to client.

·              Develop and maintain files relating to projects specifications, requisitions and task orders, as required

·              Assist in developing and maintaining an inventory tracking system, in conjunction with the Logistics/Fleet;

·              Assist in the HR aspect of the project, i.e. ensuring time sheet and leave requests are filled in an accurate and timely manner and submitted to central HR office;

·              Assist with the project logistics including transportation, visas, security updates etc. 

·              When required, escalate contract management issues to Senior MMU Team Leader and operations office;

·              Any other duties as required

FINANCE

·              Assist the Senior MMU Team Leader to manage the project budget; track and expedite payments and ensure that financial transactions are finalized, reported on and within the approval budget.

·              Participate in periodic finance/budget reviews with central office

REPORTING/Communications

·              Assist the Senior MMU Team Leader to liaise with partners on coordination matters and comply with the reporting requirements;

·              Assist the Senior MMU Team Leader with preparing quarterly, interim and final financial and substantive reports to client.

·              Contribute to preparation of project PR materials, including photographs, success stories, and short articles.

Education

•                  Bachelor`s degree Or Equivalent in Business Administration, Finance, Economics, International Management or other relevant discipline, is an advantage

Work Experience

·                  At least 3 years of working experience in a Administrative Service, Project Management , Finance, Human Resources or  related areas; 

·                  Minimum of 1 year working experience with international organizations would be an asset;

·                  Experience in reporting writing and donor communication is strongly desirable;

·                  Technical report writing and communications experience would be an asset

Additional Requirements

·                  Experience in project administration including deep knowledge of financial, HR, Procurement, administrative practices and project reporting 

·                  Work collaboratively with colleagues to achieve project goals

·                  Supportive and service oriented personality with commitment, efficiency and willingness to work in a highly motivated and fast-moving team;

·                  Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with clients rules and regulations; supports subordinates, provides oversight and takes responsibility for delegated assignments;

Key Competencies

·                  Professionalism - Strong theoretical background and substantive experience in all phases of international supply chain operations; good working knowledge of INCOTERMS and expertise in handling complex supply chain issues and in the context of UN policies and standards; strong analytical skills and working knowledge of quantitative methods; good knowledge of sources of supply, customs clearance process, market trends, delivery constraints, etc.; sound judgment in applying technical expertise to resolve a range of issues/problems; ability to provide technical guidance to new/junior staff.

·                  Planning and Organizing - Ability to plan work assignments, juggle competing demands and work under pressure of frequent and tight deadlines, and with minimal direction/supervision.

·                  Communications - Excellent communication (spoken and written) skills, with the capability of articulating the office’s strategic goals into sound operating logistics and asset management plans and processes, and the charisma necessary to effectively focus and motivate employees. 

·                  Technology Awareness - High proficiency with computers in particular MS Word, MS Excel, MS Outlook, and the Internet.  Proficient knowledge and command of ERP systems used in procurement, logistics and asset management. Advance knowledge of working with internet based applications and languages.

·                  Teamwork - Experience supporting teams in a complex multi-national, multi-cultural environment is required. 

Languages

·                  Proficient in both the English and Arabic Language, spoken, written and comprehension

Interested candidates should submit their English CV along with their application letter via e-mail to [email protected] with reference to “BHJOB2678_582” in the subject line. Please include your National ID number on the CV. Short-listed candidates will be contacted for an interview. No application will be taken into consideration after November 7th, 2014.

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