The role
03Project 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.
01Work with the Head of the project to compile invoices for submission and ensure compliance with GI-TOC and donor guidelines.
02Oversee procurement and contract management for the Observatory.
03Liaise with relevant GI-TOC staff, experts and consultants to ensure submission of administrative documents and that these files are effectively stored.
04Ensure compliance with relevant regulations, policies and quality standards.
05Support 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.
06Provide administrative support to ensure the timely and efficient implementation of programme activities, including the arrangement of meetings when required.
07Assist with travel arrangements (flights, accommodation) and DSA payments for participants of events organized.
08Assist in the preparation of quarterly/annual progress and financial reports by acquiring and assembling the necessary information from relevant staff using reporting templates.
09Support the preparation and coordination of the Observatory’s newsletter, event announcements, and other routine communications products.
10Support the preparation of the PowerPoint development for outreach activities.
11Draft social media content and other communications materials.
12Maintain stakeholder and partner contact information, database and support routine relationship-management follow-up as directed.
13Track the Asia-Pacific Observatory team’s stakeholder engagement and communication activities.
14Support the development and regular updating of stakeholder maps.
15Serve 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.
16Work closely with the other support teams – finance, programme management and HR.
