Entrepreneurship in the territories: is it the right time?
The Project Assistant provides essential administrative, logistical, financial, and communication support to ensure smooth and timely implementation of project activities. The role assists the Project Team Leader, Grants and Compliance Officer, and in-country teams by maintaining documentation, arranging logistics, coordinating communications, and supporting data and reporting needs.
Main Responsibilities
A. Project Coordination and Administration
- Schedule and coordinate meetings, trainings, and field activities
- Maintain organized filing systems and tracking tools for project documentation
- Support maintenance of project work plans, timelines, and activity trackers
- Provide administrative support for daily project operations
B. Logistics and Event Support
- Arrange travel, accommodations, and logistics for project staff, partners, consultants, and stakeholders
- Assist with organizing on-site events, workshops, and field visits
- Support post-activity documentation and feedback collection
C. Financial and Procurement Support
- Assist with procurement (e.g., obtaining quotations, coordinating with vendors) in compliance with MI and donor standards
- Track petty cash expenditures and support reconciliations
- Maintain financial records for project expenses and reimbursements
D. Communication and Stakeholder Coordination
- Draft routine correspondence and meeting minutes
- Maintain updated contact lists of stakeholders and partners
- Coordinate with hospitals, government partners, and field staff
- Support communication materials preparation with MI’s Communication and Knowledge Management team
E. Monitoring, Data, and Reporting Support
- Collect and enter monitoring and evaluation (M&E) data
- Maintain databases of beneficiaries and activities
- Organize digital and hard-copy archives for data and reports
F. Cross-Team and Regional Collaboration
- Coordinate with counterparts in Cambodia and Laos on joint activities and updates
- Support other departmental tasks as needed
Expected Deliverables
- Accurate and up-to-date project documentation, including filing of administrative and financial records
- Timely and efficient logistical support for meetings, trainings, and field visits
- On-time and compliant submission of petty cash, procurement, and expense documentation
- Prompt drafting and sharing of meeting minutes and internal/external communications
- Regular updates to monitoring and evaluation tracking tools with accurate data
- Maintained and current contact and stakeholder lists
- Systematic archiving of project reports, datasets, and key documents for accessibility and audit readiness
