Project Assistant

In response to the increased refugee arrivals into Europe, in October 2015 the IRC began responding in Serbia and later expanded to other countries in the Balkans to assist refugees during their journey through Europe. As a result of the March 2016 border closures along the so-called “Balkan Route”, the IRC has adjusted its programs to assist refugees and migrants stranded across Balkan countries while still supporting people on the move. The Balkans programs are implemented in close partnership with local non-governmental organization and government institutions.

Job Overview/Summary:

With the guidance of the Project Lead, the Project Assistant is responsible for day-to-day data processing while keeping in line with IRC policies, procedures. This position also requires close working relationship with Programs, Admin, Human resource and Logistics units.

Key working relationships:

•Position Reports to: Project Lead;

•Internal collaborations within IRC: All IRC Balkans operational departments (Finance, Supply Chain, HR), IRC departments in other country offices as needed.

Major Responsibilities:

•In close cooperation with the relevant departments, carry out all tasks related to the registration of IRC and employees in the necessary registries, ensuring that data are accurate and frequently updated as needed;

•Support Project Lead to ensure that all of the IRC led activities are documented in line with donor requirements;

•Keep partner files updated with all necessary partnership documents;

•Coordinate and liaise with IRC departments (Supply Chain, HR and Finance) to follow up on any issues related to staff, including but not exclusive to leave requests, TS, petty cash;

•Help organize internal and external meetings as needed;

•Participate in professional development activities, as needed or requested;

•Always maintain the confidentiality of all sensitive HR information

•Monitor shortages at the office and make all the necessary purchases;

•Collecting timesheets for staff

•Coordination with partner organizations, service providers and consultants (being focal point for receiving invoices);

•Support of the program team in planning & implementation on operational level;

•Provide ad hoc administrative support as needed to staff;

•Provide general support to program staff, including M&E as needed;

•Manage office and cleaners, to ensure a well-maintained environment;

•Other duties as assigned by the supervisor to enable and develop IRC programs.

Collaboration & Representation:

•Develop and maintain effective working relationships with all departments, partners, organizations and actors;

•Perform effective communication skills, both written and verbal;

•Contributes to achieving work unit goals by working collaboratively and flexibly with others and building effective collaboration across programs;

•Established, maintains, and develops professional relationships with program staff and team members and promote a strong team spirit.

Expected Travel:

•This position is based in Una Sana Canton, Bosnia and Herzegovina