Project Assistant-Sand for Her Land Project

 Posted Date: February 22, 2024

Application closing date: March 06, 2024 

 JOB SUMMARY

The Project Assistant plays a crucial role in supporting the S4HL project in administrative planning, documentation, reporting and data collection, execution, and monitoring of project activities. Responsible for assisting in project management, the Project Assistant ensures that assigned tasks are carried out efficiently and in alignment with project goals.

Under the guidance of the S4HL Project Manager, the role involves collaborating with various teams, stakeholders, and partners to facilitate the smooth implementation of the S4HL project. The Project Assistant assists in the development of project plans, budgets, and reports, while actively participating in tracking progress and making recommendations for adjustments as needed. Additionally, the Project Assistant may be involved in supporting communication efforts, building relationships with stakeholders, and contributing to business development initiatives.  The Project Assistant contributes to the realization of women’s land rights campaign activities in Ethiopia, as well as the global S4HL campaign. To this end, she/he will assist in organizing discussion platforms with S4HL coalition members and implementing sub-grantees of the project and relevant stakeholders. S/he also actively contributes to the documentation and reporting of project achievements and knowledge sharing. S/he ensures appropriate information sharing and coordination among HFHE’s operations, program, finance, technical, and M&E teams.

Essential Duties and Responsibilities:

1. Support in Project Planning, Administration, Finance and Operations

• Support the development of project work plans, trackers, and activity matrixes.
• Support the development of project activity budgets in collaboration with technical, finance, and M&E teams.
• Support the process of developing scopes of work, budgets, and other information required to develop the project and other technical contracts, including ToRs, consultant agreements, MOUs, technical service contracts, etc.
• Work with S4HL coalition members on a common agenda of women’s land rights issues to create a movement among grassroots women and advocate for Women Land Rights.
• Support the facilitation of capacity-building training organized by S4HL project for coalition members.
• Arranging and assisting of scheduling workshop, assessments, training sessions and other events; contribute to the design and preparation of training materials; attendance list, etc.
• Support scheduling project meetings with partners as well as the development and maintenance of project plans, timelines, and budgets.
• Facilitating effective communication between Country Coalition members and project stakeholders, and providing administrative support as needed.
• Facilitate and follow up the settlement of outstanding project finances, follow up the status of procurement of goods and services.
• Support in compilation of periodic (monthly, quarterly, and annual) reports.
• Support in facilitating regular meetings among Coalition Steering Committee members.

Performs any other job-related tasks assigned by S4HL Project Manager. This could include, among others, the preparation of ad-hoc reports to be submitted to donors or other stakeholders.

• Participate in interdepartmental Program, Finance and Operation team meetings to internalize and facilitate efficient operations and project management, Documentation &Knowledge Management

2. Documentation, Reporting, Monitoring and Evaluation

• Document stories of change and best practices of the project.
• Provide support in the development of project reports, including collecting required report inputs, drafting or editing reports, and developing additional documentation required such as stories of change, etc.
• Work closely with the S4HL project team to ensure that all project documents, reports, technical resources, training packages, etc are branded and systematically filed and made easily accessible to the relevant staff. Also, assist in posting relevant documents on the HFHE websites.
• Assist in tracking of project activity progress and provide regular update to Project Manager.
• Collaborate with HFHE MEAL team to track S4HL project progress, spending against budgets and make recommendations for adjustments as needed.

3. Communication and Business Development

• Support in the development and maintenance of excellent relationships with S4HL Coalition Members and other partner organizations and stakeholders.
• Contribute to the preparation of submissions for new or additional funding for the relevant program area. Support the preparation of proposals as needed (gathering intelligence, collecting support documents, etc…)
• Assist the project in advocacy and communication works in developing and disseminating S4HL project-related communication and advocacy materials.
• Contribute to efforts to share best practice, ideas and experience regarding successful partner collaborations.

Minimum Required:

• BA degree in Business Administration, Management, Governance, Human Rights, Gender, Law, is desirable with at least three years of relevant experience in project administration, planning, budgeting, and management is required.

 Skill Required:

• Commitment to excellence – perform duties at the highest level possible consistently.
• Team Player- have team-oriented experience and approach.
• Excellent computer skills. Proficiency with Microsoft Office products (Excel & Word required);

Duration of the contract: 1-year contract, renewable based on budget availability & Performance.

Duty Station:       Addis Ababa

Required number: – 1

Female candidates are highly encouraged.

Interested applicants are invited to submit their non–non-returnable application letter, and CV by quoting the position ” Project Assistant-S4HL Project “ in the subject line with contact details of three work-related referees, (including HR and immediate supervisor) through hfheapplication@habitatethiopia.org.  Only short-listed candidates will be contacted. The closing date for submitting applications is within 10 working days of this announcement. Only short-listed candidates will be contacted for further screening.

The ideal candidates are expected to be active supporters of HFHI’s Core Values:

• •  Humility – We are part of something bigger than ourselves.
  • Courage – We do what’s right, even when it is difficult or unpopular.
  • Accountability – We take personal responsibility for Habitat’s mission.

 Safeguarding: HFHE requires that all employees take seriously their ethical responsibilities to safeguard our intended beneficiaries, their communities, and all those with whom we work.  Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation, and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s code of conduct.