Project Assistant

As a global leader, CARE is shaping the future of the humanitarian and development sector. Each year, we deliver support and services to millions of people in over a hundred countries. We do this by focusing on our mission and living the values that drive our organization. A career at CARE is an opportunity to be part of a movement that brings communities together to solve complex problems and foster lasting change throughout the world. We seek individuals who are passionate about humanitarian and development work, collaborate well with others, embrace learning and innovation, and deliver results.

Job Summary

As part of the Resilience & Humanitarian program team, and in coordination with various short-term and long-term projects, the Project Assistant will support the humanitarian response planning and implementation of all project activities consistent with approved program designs and strategies. S/he will be responsible for maintaining all program files, information/ database, in both hard and soft form, as per CARE and donors’ policies. The Program Assistant will support the program team in performing desk reviews, editing reports/concept papers, raising purchase requisitions, proofreading documents, and keep track of CARE’s engagement related activities. In addition, the Program Assistant will follow up with the local partners about narrative reports, case studies and other relevant documents. The Program Assistant will also support in the field.

Job Responsibilities and Tasks

1- Support in Project Implementation (40% of time)

• Coordinate with local partner and CARE project staff on a daily/weekly basis and report on progress to ensure smooth implementation of the work plan and project activities.
• Assist in updating the project’s work plan and budgets and ensure all documents in soft and hard form are saved properly and updated regularly.
• Support and assist the position’s supervisor and fellow project colleagues in the successful implementation of all aspects of the project’s work plan and achievement of the project objective.
• Conduct field visits and share trip reports with the line manager with action points and follow-ups plans.
• Prepare grant files in hard and soft copies for audits and donor inspection.
• Extract and communicate gaps in the delivery of relief work in a timely manner for corrective measures and support at procedural level.
• Coordinate with the support teams and other program staff for the successful completion of project activities.
• Actively participate in field monitoring and verification of project activities at field level in the light of project strategies/procedures/systems.
• Perform day to day operations/ admin/ technical tasks related to the project activities.
• Research, analyze and share global best practices and innovative program approaches as part of CIP’s business development efforts, as and when needed.

2- Coordination and Reporting (30% of time)

• Participate in periodic programming reviews of the project to record the minutes, report generation and action plans.
• Maintain liaison with other departments and external partners/stakeholders.
• Organize and facilitate project related events
• Prepare meeting notes and follow up with the relevant staff on action items.
• Assist in project reporting and program documentation as per CARE and Donor requirements and timelines.
• Ensure weekly updates of relevant portions of the project’s work plan and components thereof.

3- Record Keeping and Communications (25 % of time)

• Document success stories from the project based on information received from the field/ partners.
• Assist the project teams in reviewing and archiving in a compliant manner all project documents.
• Ensure that all the documents received from the field are properly reviewed and verified.
• Identify gaps in documentation and ensure accuracy.
• Support the project teams in ensuring that systems are in place to periodically capture and document learning related to successes and failures occurring during the program period.
• Support Project Team Leads/Managers in the field to develop updates on projects and share it with the Communications Unit for further sharing on appropriate forums / platforms.

4- Other responsibilities as assigned (5% of time)

• Any other tasks or responsibilities based on organizational and programming needs as assigned by the Line Manager.

A) Qualifications (Know How)

Required

• Bachelor’s degree (or equivalent) in Social Science, International Development, Humanitarian Studies or related field.

Desired

• Master’s degree in any related field will be preferred.

B) Experience/ Technical Skills

• Minimum 1 – 2 years of experience in the humanitarian sector with reputable NGO.
• Experience in record keeping, writing and editing reports/ concept notes etc.
• Fair understanding of project implementation, reporting and monitoring.
• Fluency in written and spoken English and Urdu; knowledge of any other local language will be preferred
• Excellent computer skills (MS Office)

CARE participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we hereby request information from the candidate’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the candidate left employment. All offers of employment are subject to satisfactory references and appropriate screening checks. By applying, the job applicant confirms his/her understanding of these recruitment procedures.

CARE is an Equal Opportunity employer. We provide equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, sex, religion, ancestry, national origin, age, disability, marital status, or veteran status, or any other characteristics protected under applicable law.