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 observatory director, project leaders, the programme management team, and the other finance and core support teams.

Main Responsibilities and Specific Tasks

Project Assistant will work with the Head of East Africa Observatory and/or project leads to provide overall administrative and logistical support for the implementation of project activities. This includes (but is not limited to):

• Compile invoices for submission and ensure compliances with GI-TOC and donor guidelines.
• Compile and be responsible for budget and invoice tracking
• Oversee procurement and contract management for the field network
• Liaise with relevant GI-TOC staff, experts and consultants to ensure submissions of administrative documents and that these files are effectively stored.
• Ensure compliance with relevant regulations, policies and quality standards
• Help organize events (workshops, roundtables, etc.), including the preparation and dissemination of information and follow-up communications.
• Arrange meetings when required, including webinars and online meetings.
• Assist with preparing meeting materials, presentations, agendas, minutes and other project documents.
• Provide support for monitoring project activities and maintaining relevant tracking tools.
• Assist with travel arrangements 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.
• 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.
• Undertake any other reasonable administrative, logistical, or project-support tasks required for the effective implementation of the project.

Required 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
• At least 3 years’ experience in administrative and management support, preferably within international or foreign projects or organizations.
• Strong proficiency in using the Microsoft Office suite (Word, Excel, PowerPoint), particularly Microsoft Excel
• Ability to work systematically and accurately according to strict deadlines and under pressure
• Strong communication and 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
• Fluency in spoken and written English.
• Knowledge of additional languages spoken in East and the Horn of Africa, particularly Swahili, Somali or Amharic, 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.

• Compile invoices for submission and ensure compliances with GI-TOC and donor guidelines.
• Compile and be responsible for budget and invoice tracking
• Oversee procurement and contract management for the field network
• Liaise with relevant GI-TOC staff, experts and consultants to ensure submissions of administrative documents and that these files are effectively stored.
• Ensure compliance with relevant regulations, policies and quality standards
• Help organize events (workshops, roundtables, etc.), including the preparation and dissemination of information and follow-up communications.
• Arrange meetings when required, including webinars and online meetings.
• Assist with preparing meeting materials, presentations, agendas, minutes and other project documents.
• Provide support for monitoring project activities and maintaining relevant tracking tools.
• Assist with travel arrangements 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.
• 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.
• Undertake any other reasonable administrative, logistical, or project-support tasks required for the effective implementation of the project.

• Extremely detail-oriented and responsible
• Strong proficiency in using the Microsoft Office suite (Word, Excel, PowerPoint), particularly Microsoft Excel
• Ability to work systematically and accurately according to strict deadlines and under pressure
• Strong communication and 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
• Fluency in spoken and written English.
• Knowledge of additional languages spoken in East and the Horn of Africa, particularly Swahili, Somali or Amharic, would be considered an asset.

• Undergraduate degree in Management, Human Resources or Business