Project Assistant

Job title : Project Assistant

The Project Assistant will provide day-to-day administrative, programme and logistical support to project implementation. The position will contribute to ensuring that project activities are delivered effectively, efficiently, on schedule and in accordance with International Alert’s policies, donor requirements and conflict-sensitivity principles.

Purpose of the Position

The Project Assistant will support the Project Manager and project team in the effective coordination and implementation of project activities. The role will provide administrative, logistical, documentation, communication, monitoring and coordination support to ensure smooth delivery of project outputs and achievement of project objectives.

The Project Assistant will work closely with programme, finance, monitoring, evaluation and learning (MEL), communications, operations and partner teams as required.

Key Responsibilities

A. Project Implementation Support

• Support the Project Manager and project team in planning, coordinating and implementing project activities.
• Assist in preparing activity plans, schedules, workplans and implementation trackers.
• Support the organisation of trainings, workshops, meetings, community dialogues, consultations and other project events.
• Assist with preparation of agendas, invitations, participant lists, briefing materials and other activity documentation.
• Track implementation of assigned project activities and flag delays, emerging risks or operational issues to the Project Manager.
• Support field teams in ensuring that activities are implemented in line with approved plans, budgets and project requirements.
• Maintain an organised project filing system for programme documents and correspondence.
• Support coordination with government stakeholders, community representatives and other relevant actors.

Administrative and Logistical Support

• Coordinate logistical arrangements for project activities, including venues, transportation, accommodation, refreshments, materials and equipment.
• Support procurement processes in accordance with International Alert policies and procedures.
• Prepare and maintain logistical checklists for project activities.
• Support registration and attendance management during project events.
• Ensure that project materials and equipment are available and properly managed.
• Assist with travel arrangements and field mission planning for project staff and consultants.
• Support the timely processing and submission of administrative documentation related to project activities.

Financial and Budget Support

• Work closely with the Finance Team and Project Manager to support the financial administration of project activities.
• Assist in preparing activity budgets, expenditure requests and supporting documentation.
• Ensure that activity-related financial documentation is complete and submitted on time.
• Track activity expenditure against approved budgets and promptly flag potential variances.
• Support the reconciliation and filing of supporting documents following project activities.
• Ensure compliance with International Alert’s financial and administrative procedures.

Monitoring, Evaluation and Learning Support

• Support the collection and organisation of project monitoring data and activity documentation.
• Assist with preparation of attendance sheets, participant feedback forms, pre/post-training assessments and other MEL tools.
• Support project teams in documenting outputs, outcomes, lessons learned and emerging changes.
• Maintain project activity trackers and contribute to updating results-monitoring tools.
• Assist in collecting stories of change, case studies, photographs and other evidence of project impact, in line with consent and safeguarding requirements.
• Support the Project Manager and MEL team in preparing periodic project updates and reports.

Documentation and Reporting

• Prepare accurate minutes and action points from project meetings.
• Maintain records of project meetings, activities, correspondence and decisions.
• Support preparation of activity reports, field visit reports and other programme documentation.
• Collect and organise reports and supporting documents from implementing partners and consultants.
• Assist in consolidating project information for donor and internal reporting.
• Ensure that project documents are appropriately named, filed and readily accessible.

Communication and Visibility

• Support project communication and visibility activities in accordance with International Alert and donor requirements.
• Assist in documenting project activities through photographs, participant stories, quotations and other appropriate materials.
• Support preparation of content for internal and external communication platforms.
• Ensure that communications and visibility materials comply with donor requirements, safeguarding standards and consent protocols.

Stakeholder and Partner Coordination

• Support communication and coordination with project partners and stakeholders.
• Assist in organising partner meetings, coordination sessions and joint activities.
• Follow up on agreed action points with project partners and stakeholders.
• Support the Project Manager in maintaining effective working relationships with partners and relevant government/community actors.
• Contribute to effective information sharing across the project team and consortium where applicable.

Conflict Sensitivity, Safeguarding and Compliance

• Ensure that all assigned responsibilities are carried out in accordance with conflict-sensitive and Do-No-Harm principles.
• Promote inclusive participation of women, youth, persons with disabilities and other relevant groups in project activities.
• Comply with International Alert’s safeguarding, prevention of sexual exploitation and abuse, code of conduct and other organisational policies.
• Maintain confidentiality and professional standards when handling project and participant information.
• Immediately report safeguarding, security, fraud or other serious concerns through the appropriate organisational channels.
• Ensure that project activities and interactions do not unintentionally exacerbate existing tensions or conflict dynamics.

Specific Duties During Field Activities

The Project Assistant may be required to undertake regular field travel and will:

• Support field-level coordination and logistics.
• Liaise with community stakeholders and project participants.
• Ensure appropriate registration and documentation of participants.
• Support facilitators, consultants and project staff during activities.
• Collect activity documentation and feedback.
• Support monitoring visits and data collection.
• Identify and report implementation challenges and emerging contextual issues.
• Assist in documenting lessons learned and good practices from field implementation.

Key Deliverables

The Project Assistant will be expected to contribute to the following deliverables:

• Updated project activity plans and trackers.
• Complete logistical arrangements for project activities.
• Accurate participant and attendance records.
• Timely preparation of meeting minutes and action trackers.
• Well-organised project documentation and filing systems.
• Complete supporting documentation for project expenditures.
• Updated monitoring and activity documentation.
• Field visit and activity reports.
• Project communication and visibility materials.
• Timely follow-up on agreed actions with project partners and stakeholders.
• Inputs to periodic programme and donor reports.
• Other programme documentation as assigned by the Project Manager.

Reporting and Working Relationships

The Project Assistant will report directly to the Project/Programme Manager and will work closely with:

• Monitoring, Evaluation and Learning Team;
• Finance Team;
• Operations and Administration Team;
• Communications Team;
• Implementing partners;
• Consultants and facilitators;
• Government, community, traditional and religious stakeholders, as appropriate.

The position may also be required to work across different International Alert projects and with consortium partners depending on programme needs.

Qualifications and Experience

Essential

• Bachelor’s degree in Development Studies, International Relations, Peace and Conflict Studies, Social Sciences, Public Administration, Business Administration or a related field.
• Minimum of 1 years’ relevant experience supporting development, humanitarian, peacebuilding or civil society programmes.
• Experience in project administration, activity coordination, logistics or programme support.
• Good organisational and time-management skills.
• Ability to maintain accurate records and handle multiple tasks simultaneously.
• Good written and verbal communication skills.
• Good working knowledge of Microsoft Office, particularly Word and Excel.
• Ability and willingness to undertake field travel.
• Demonstrated ability to work effectively as part of a multidisciplinary team.

Desirable

• Experience working on donor-funded projects.
• Experience working with national or international NGOs.
• Experience supporting peacebuilding, conflict prevention, governance, humanitarian or community development programmes.
• Experience working with civil society organisations and community-based structures.
• Knowledge of conflict-sensitive programming and Do-No-Harm approaches.
• Experience working in Northern Nigeria or other conflict-affected settings.
• Knowledge of local languages relevant to the project location.

Competencies and Skills

The successful candidate should demonstrate:

• Project coordination: Ability to support multiple activities and ensure timely follow-up.
• Organisation: Strong attention to detail and ability to maintain effective systems for documentation and filing.
• Communication: Clear, professional and respectful communication with colleagues, partners and stakeholders.
• Teamwork: Ability to collaborate effectively within diverse and multidisciplinary teams.
• Problem-solving: Ability to identify challenges and propose practical solutions.
• Adaptability: Ability to work effectively in changing and sometimes demanding field environments.
• Integrity: High level of professionalism, honesty and accountability.
• Conflict sensitivity: Understanding of how programme activities can interact with local conflict dynamics.
• Inclusion: Commitment to meaningful participation of diverse groups, particularly women, youth and marginalised populations.
• Confidentiality: Ability to appropriately handle sensitive project and participant information.

Safeguarding and Code of Conduct

International Alert is committed to safeguarding children and adults at risk and to ensuring that all staff, consultants, partners and representatives uphold the highest standards of professional conduct.

The Project Assistant will be required to comply fully with International Alert’s safeguarding policies, Code of Conduct, prevention of sexual exploitation and abuse (PSEA) standards, anti-fraud and anti-corruption policies, security procedures and other relevant organisational policies.

The post holder must ensure that all interactions with project participants and stakeholders are respectful, inclusive and appropriate, and must report any safeguarding or other serious concerns through established reporting mechanisms.

International Alert is committed to diversity, equality and inclusion and encourages applications from qualified women and candidates from diverse backgrounds.