Project Activity and Logistics Support

● Support the preparation and organisation of project activities, including training, workshops,

meetings, and project activities approvals.

● Assist with participant invitations, confirmations, follow ups and logistical information.

● Maintain participant registration and attendance records. ● Support practical arrangements for venues, transportation, catering, equipment, and other

activity requirements in coordination with the Senior Project Officer and relevant Operations

colleagues.

● Prepare and organise agendas, participant lists, attendance sheets, feedback forms and other

standard activity documentation.

● Support registration and participant coordination during in-person and online activities.

● Take concise meeting notes and record agreed action points when requested.

● Organise activity documentation and supporting evidence following completion of each activity.

2. Participant and Stakeholder Administration

● Maintain updated contact lists and records for project participants, media actors, civil society

representatives, trainers and other relevant stakeholders.

● Support routine communication with participants concerning activity dates, attendance,

logistics, documentation and follow-up information.

● Follow up on administrative information or documents required from participants, trainers and

service providers.

● Support the organisation and scheduling of meetings with project partners and stakeholders.

● Maintain accurate records of participant engagement and activity participation.

● Support project team with submision of the project and activities approvals and other local

administrative requirements.

3. Project Documentation and Information Management

● Maintain organised electronic project files in line with Search’s filing and documentation

procedures.

● Keep participant lists, contact databases, activity trackers and administrative follow-up tools up

to date.

● Support the collection and organisation of documents and evidence required for project records

and reporting.

● Assist with basic data entry, organisation and consolidation where required.

● Maintain records of activities, attendance, outputs and relevant supporting documentation.

● Support the MEAL team with the organisation of attendance records, participant feedback,

assessments and other routine monitoring information.

● Ensure that project documents are stored according Search internal policies.

4. Administrative, Procurement and Payment Support

● Support the preparation and collection of documents required for activity-related procurement

and payment processes.

● Collect and organise invoices, receipts, participant documentation, attendance records,

payment forms and other required supporting documents. ● Check documentation for basic completeness before submission to the relevant Search team.

● Follow up on missing administrative documents with participants, trainers or service providers

as requested.

● Support the Senior Project Officer and Project Manager in keeping track of outstanding

administrative requirements and deadlines.

● Coordinate with Finance, Procurement and Operations colleagues on routine administrative

follow-up as directed by the project team.

5. Planning and Reporting Support

● Support the Project Manager and Senior Project Officer in maintaining activity calendars,

implementation trackers and routine follow-up lists.

● Keep an updated calendar of project activities, meetings and key internal deadlines.

● Compile activity documentation and supporting evidence for use by the project team in internal

and donor reporting.

● Assist with the preparation and formatting of meeting materials, presentations, activity

summaries and briefing documents.

● Support the organisation of project information requested by the Project Manager or Senior

Project Officer.

● Support information sharing and communication products development across the teams and

also outside of the organization.

6. Compliance, Safeguarding and Do No Harm

● Follow Search policies and procedures relating to administration, procurement, finance,

safeguarding, data protection and programme implementation.

● Maintain confidentiality when handling participant, partner or project information.

● Handle participant information and activity documentation in accordance with safeguarding,

informed-consent and data-protection requirements.

● Promptly raise any safeguarding, confidentiality or operational concern through the appropriate

internal channels.

● Support inclusive, conflict-sensitive and gender-sensitive implementation of project activities.

● Ensure that photos, participant information and other activity evidence are collected and stored

only in accordance with the relevant consent and internal requirements.

Remain alert and responsive to any safeguarding risks, acquire relevant knowledge and skills

which will enable promoting strong safeguarding practices, understanding safeguarding policy

and procedures. Working Relationships

The Project Assistant will work under the supervision of the Project Manager, with close day-to-day

coordination with the Senior Project Officer.

The position will also work regularly with:

- Finance, Procurement and Operations teams;

- MEAL colleagues;

- project participants and trainers;

- Digital Community Stewards;