Project Assistant : Asia-Pacific Observatory

Application Deadline : 18 September - 17:00 CET Contract Duration One-year fixed term with possibility of extension or renewal Language Requirement English Location Asean Countries Background The Global Initiative Against Transnational Organized Crime (GI-TOC) is an independent civil society organization headquartered in Geneva, Switzerland, with a globally dispersed Secretariat working across 43 countries. Founded in 2013, GI-TOC brings together a global network of more than 810 independent experts and a team of over 150 staff dedicated to understanding and responding to organized crime. Through research, analysis, policy engagement and support to civil society actors, GI-TOC works to deepen understanding of organized crime and strengthen effective, rights-based responses. The GI-TOC works to: Identify, analyse and map criminal trends and patterns of regional instability, and their impact on illicit flows, governance, development, security, conflict and the rule of law. Connect and support civil society actors working on organized crime and corruption, and on their links to instability and conflict. Strengthen local monitoring and analysis of national, regional and international organized crime and insecurity trends. Job Summary Project Assistants work as part of multi-functional teams to deliver GI-TOC activities in an effective and efficient way, in line with GI-TOC policies, guidelines and norms. The project assistant will work under the direction of, and in close coordination with the Asia-Pacific Observatory Director, project leaders, the programme management team, and the other finance and core support teams. Main Responsibilities and Specific Tasks Work with the Head of the project to compile invoices for submission and ensure compliance with GI-TOC and donor guidelines. Oversee procurement and contract management for the Observatory; Liaise with relevant GI-TOC staff, experts and consultants to ensure submission of administrative documents and that these files are effectively stored Ensure compliance with relevant regulations, policies and quality standards; Support the delivery of programme activities and organize events (workshops, roundtables, webinars and networking activities etc.), including the preparation and dissemination of information and follow-up communications. Provide administrative support to ensure the timely and efficient implementation of programme activities, including the arrangement of meetings when required. Assist with travel arrangements (flights, accommodation) and DSA payments for participants of events organized; Assist in the preparation of quarterly/annual progress and financial reports by acquiring and assembling the necessary information from relevant staff using reporting templates; Support the preparation and coordination of the Observatory’s newsletter, event announcements, and other routine communications products. Support the preparation of the PowerPoint development for outreach activities Draft social media content and other communications materials Maintain stakeholder and partner contact information, database and support routine relationship-management follow-up as directed Track the Asia-Pacific Observatory team’s stakeholder engagement and communication activities Support the development and regular updating of stakeholder maps Serve as one of the focal points for the audit exercises of the project and provide the relevant documentation and actions to respond to auditors’ questions/requests. Work closely with the other support teams – finance, programme management and HR. Requisite Skills and Experience The successful candidate will be able to demonstrate the following experience and skills: Undergraduate degree in Management, Human Resources or Business Extremely detail-oriented and responsible Strong proficiency in using the Microsoft Office suite (Word, Excel, PowerPoint) Ability to work systematically and accurately according to strict deadlines and under pressure Strong organisational skills with the ability to undertake multiple tasks and activities in parallel Independent, creative and highly motivated Excellent communication skills (written and oral), collegiality and ability to work effectively in a multicultural environment and in a small team At least 3 years’ experience in administrative and management support, preferably within international or foreign projects or organizations. Fluency in spoken and written English. Command of more languages, particularly ASEAN languages would be considered an asset. GI-TOC operates a flexible working environment and encourages staff to achieve a suitable work-life balance and supports professional development and learning. Only short-listed candidates will be contacted. The Global Initiatives makes use of BambooHR's ATS system to receive and review your application. All correspondence related to your application will be sent via our domain .