Project and Training Assistant

Job Summary

NAFE is hiring for the position of Project and Training Assistant (PTA). This is a full-time position based in NAFE’s office in Amman, Jordan. The PTA will be part of a dynamic and growing team and has a vital role within the department and has a fundamental role in the smooth running of NAFE’s program department. The scope of work for this position encompasses coordination of training, advocacy, project management, administrative, logistical, communication, event management, financial and programmatic support.

Key Duties and Responsibilities

• Coordinate the implementation of project activities from all aspects including training and advocacy efforts.
• Preparation and follow-up with work plans for implementation of different project activities according to project proposal and budget.
• Provide administrative support to the project team in regard to documentation, work- plans, activity logs, correspondence, time sheets and other.
• Assist in the coordination and preparation work (presentations, briefing materials, attendance sheets, invoices) related to program events (workshop, conferences, forums, focus groups, etc.) with concise documentation.
• Manage the project calendar and ensure all action points and deadlines are met in an efficient and timely manner.
• Establish and/or maintain the project filing system, organize up-to-date hard copies and electronic files for easy access and retrieval, update tracking sheets and ensure the safekeeping of confidential materials.
• Develop tracking sheets for project activities and beneficiaries’ data base and compile project documents and financial records
• Organize project meetings and prepare necessary materials, including reports, presentations, agendas;
• Assist in the preparation of annual and quarterly donors reports and arrange relevant meetings internally and externally
• Manage, maintain and update the project’s database including beneficiaries, consultants, partners, and stakeholders.
• Support the Project Manager on all assigned tasks, act as the main contact person in the absence of program team members, and ensures an effective follow-up on urgent matters within the program department.
• Generate content for NAFE’s website as needed.
• Support in the drafting of contracts and agreements and ensure payments are done in compliance with NAFE’s SOP’s and procurement policies (for the organization, local partner beneficiaries, service providers, consultants)
• Attend workshops and events as designated by the Project Manager and provide administrative support as needed.
• Ensure project related information is documented and project files are up-to-date.
• Coordinate the translation, proofreading and editing of documents as required.
• Responsible for contacting beneficiaries and local partners/ communication and follow up with them the implementation of the projects.
• Perform other duties as needed.

Qualifications and Skills

• Bachelor’s degree in management, international relations, political/Social science, or related field.
• More than three years of experience in a project management, training role and advocacy in a local or international NGO focusing on humanitarian and development fields.
• Excellent organizational skills, planning and prioritization of tasks.
• Ability to work under pressure and handle multiple priorities.
• Proven experience in project/event planning, management and implementation.
• Strong interpersonal and communication skills
• Professional fluency in both written and spoken Arabic and English.
• Dynamic team player and problem solver.
• Computer skills (word processing, spreadsheets and presentation software, Excel, Power point, Internet
• Proven experience in project’s report writing and financial management.