Project Assistant

Background:

Founded in 2016, Amna is committed to supporting community and frontline workers to bring non-clinical mental health support to every child and family affected by violence and displacement. Our mission is to help communities heal from violence and displacement. Our vision is a world where a caring mental health worker is within reach of anyone affected by trauma. After five years of delivering direct services for families, young children, young people and men and women in Greece, Amna is now replicating its model to train frontline workers and support local organisations in additional countries and communities.

Safeguarding:

The role-holder will have experience working according to ethical and good practice safeguarding principles. They will be expected to adhere to and promote Amna’s Child and Vulnerable Adult Safeguarding Policies as they will be involved and responsible for programmes working with children and vulnerable groups in different settings.

Role Purpose:

The Project Assistant (PA) will provide one-to-one support and office management support for a small but growing team in London. This includes administrative help such as managing calendars for the CEO and Senior Leadership team, drafting communications, planning and organising meetings, travel and office administration.

The PA will also support RTI programmes and projects through a range of activities including programme administration, assistance with efficient data collection to track project effectiveness collation of information to support donor proposals and reporting, training and capacity building, partner relations and effective communications. The postholder will assist the Operations team to ensure adherence to RTI policies and procedures.

The post reports to the Partnership Manager in the first instance.

Responsibilities include:

Programme and project support:

• To assist with the tracking of project and programmatic progress by capturing data and preparing reports in a timely and appropriate manner, supporting the work of the Partnerships Manager and LMER lead, Communications Lead and other team members as needed.

• To undertake short information collection and research exercises as required.

• To draft reports for multiple audiences on Amna’s programmes and operations.

• To provide administrative support for team and project meetings/workshops/training, travel, document processing, and contracts as necessary.

• To provide general office assistance with correspondence, emails, administrative information, scheduling.

• To liaise with Amna partner organisations and contractors as required.

• In co-ordination with the Operations team to maintain files and reference systems and ensure they are regularly updated to ensure accuracy.

Executive support:

• To manage the diaries of the senior leadership team – including arranging meetings and co-ordinating schedules as required.

• To support the CEO and senior leadership team with personal expenses and travel claims, and administration of expense cards as required.

• The co-ordination of external and internal team meetings and events.

• To support the senior leadership team with forward planning, document management, preparation and proof-reading as required.

• To draft correspondence, prepare and research presentations and briefings on behalf of the senior leadership team.

• To manage travel, involving the coordination of schedules, itineraries, and all related travel requirements in both UK and International including visas and COVID-19 compliance.

• To take notes and write minutes during meetings when required.

• To respond to ad hoc team and organisational requirements as requested.

Organisation support:

• To manage office needs and procurement as needed to support maintenance of a tidy and well stocked office in London, ordering supplies and servicing external meetings as needed.

• Check invoices, obtain approvals and prepare requests for payment.

• To support the team with logistic needs such as IT management and procurement.

• Maintain cost-effective office service contracts (accommodation, communications, services, supplies, insurance, travel, etc.) by being aware of contract conditions and relevant deadlines for renewals etc.

• To support HR administration activities such as tracking contracts and renewals of various consultants.

Qualifications and Experience:

• Qualifications and Experience:

• Excellent computer proficiency (MS Office – Word, Excel and Outlook)

• Excellent verbal and written articulacy

• Professional discretion

• Well-developed time management skills

• Strong organisational skills

• Two years of experience in a similar role

• Commitment to Amna’s mission and values

• Commitment to diversity and non-discrimination

Skills and Behaviors:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Amna values.

• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external stakeholders.

• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.

• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude.

• A dynamic and professional individual with initiative.

• Flexible approach and ability to adapt to change in a growing organization.

• Culturally sensitive and ability to adapt easily.

Benefits:

• Amna offers Psychological Support Fund for its employees and are eligible to apply after the end of the probation period.

• Amna offers reflective supervision to all employees.