JOB PROFILE

PART 1 – JOB DESCRIPTION

1. JOB OVERVIEW

The Project Assistant is responsible for effectively supporting the Flood Response Manager and the Flood Response team in the implementation of the Flood Response programme. The Project Assistant will have particular responsibilities related to providing administrative support, preparing documentation, managing information and assisting in management of activities and events.    

The post holder is expected to closely work with flood response manager to ensure the efficient and effective delivery of the project, achievement of agreed goals and objectives, meeting all legal, organisational and donor compliances and adhering to best practices and quality standards.

2. POSITION IN ORGANISATION

• Grade: B4

• Reports to Flood Response Manager 

3. ORGANISATIONAL REQUIREMENTS

• All staff are expected to live out Tearfund’s values as they represent Tearfund externally

• All post-holders are expected to fulfil their personal objectives set by their line manager, contribute to their team’s overall objectives, take responsibility for reviewing their ongoing personal development and maintain an awareness of Tearfund's strategy.

• All Tearfund staff share responsibility to promote and maintain a strong safeguarding culture, including identifying the key actions they should take given their role and responsibilities. 

4.CORPORATE POLICIES, MANAGEMENT SYSTEMS AND PROCEDURES

• Contribute towards promoting and adhering to Tearfund’s Purpose, Basis of Faith, Core Values and Operating Principles.

• Provide support and guidance to team members to ensure all activities are compliant with standard operating procedures.

5. KEY RESPONSIBILITY

• Support the Flood Response Manager in coordination/communication with Flood Response team and other Country Office staff members, partner management and project staff and various internal and external stakeholders as directed and required; 

• Effectively manage the calendar/schedule of the Flood Response Manager and ensure smooth coordination with other functions to ensure travel, appointments (online and in person), meetings, event participation and other work-related activities are properly conducted; 

• Support the Flood Response Manager by developing agendas, organising and facilitating meetings, recording and disseminating high-quality minutes and following up on decided actions; 

• Support the Flood Response Manager in developing appropriate materials (including reports and presentations) for the Country Office, regional and global teams and the donors; ensure that content is high quality branding is followed, guidelines are observed and that close coordination with the Communications position holders is ensured in these tasks;

• Support the Flood Response Manager and the team by providing relevant internal and external stakeholders with high quality information as per their need, frequency, urgency and schedule; required level of discretion is to be maintained;  

• Accompany the Flood Response Manager to field visits, programme events and activities as and when required; participate in activities and events as per guidance, direction and delegation of the Flood Response Manager; 

• Support the Flood Response team in organising and conducting programme activities and events; 

• Support the Flood Response team in the effective collection, consolidation, archiving, routine and non-routine management and overall utilisation of programmatic data, information, knowledge and learning using approved methods, tools and resources; 

• Support the Project Manager in schedule management and coordination/communication with project team members, internal and external stakeholders; 

• Support the Project Manager by ensuring the availability of required information in a timely manner; accurate recording, archiving and dissemination of information generated by the project is essential; 

• Develop and maintain a set of complete and accurate records, including all relevant supporting documentation for the project; 

• Support the line manager by helping to develop and maintain an enabling environment for learning, innovation and continuous improvement;

• Support the Project Manager in developing monthly and quarterly reports and travel plans .

5.1.EXTERNAL RELATIONSHIPS / REPRESENTATION

• As part of the project team, support and promote effective teamwork and commitment to Tearfund’s Core Values and Quality Standards;

5.2 EXTERNAL RELATIONSHIPS / REPRESENTATION  

• Support the Flood Response Manager where appropriate in representing Tearfund to other INGOs, NGOs, government departments, government agencies, partners, associates and affiliates and ensuring coordination and constructive working relations with the same;

• Support the Flood Response Manager where appropriate in representing Tearfund to donor representatives and other visitors to the project office and working areas;

PART 2 – PERSON SPECIFICATION

Project Assistant