Project Management Assistant

Permanent – Full time position

Location – Thornhill, Scotland

Salary – Up to £29,925 per annum depending upon experience

About Us

The HALO Trust is the world’s largest and oldest international humanitarian mine action charity. Our mission is to save lives and restore livelihoods for those affected by conflict. HALO is known for its work to clear landmines and the disposal of other explosive hazards such as bombs, rockets, and improvised explosive devices (IEDs). HALO was established in Afghanistan in 1988 and now employs over 10,000 staff across 28 countries and territories.

Role Summary

Due to growth we are very excited to be recruiting for a Project Management Assistant (we call this role a Capability Support Officer here at HALO) You will report directly to the Director of Capability, you will be playing a critical role in supporting and coordinating the work of a department that comprises training, research and development, operational compliance, EOD & IEDD technical specialists, fleet and mechanical operations and logistics.

The post-holder will also coordinate with programme teams, finance and other departments in support of the Group’s work.

This position is located at our offices in Dumfriesshire, with an opportunity for flexible working arrangements. Some travel to HALO programmes may be required from time to time.

This is an exciting opportunity for someone who would like to use their skills to make a difference in a charity working across the globe. In this role, you will form an integral part of a close-knit team responsible for supporting HALO’s overseas operations.

Key Functions and Responsibilities

Project Management Support

• Work with department heads to develop funding proposals and budgets covering training, research & development and other areas of work.
• Assist department heads with grant reporting requirements.
• Liaise with programmes, fundraising and donor relations teams on proposal development and reporting.

Research

• Conduct research and generate briefing papers as directed by members of the team.
• Assist with data entry into department databases and generate reports using HALO’s information management tools.
• Complete and submit accurate monthly allocations of staff time to projects and budgets.
• Conduct monthly reviews of expenditure against budgets and forecasts and resolve any issues with department heads and the finance team.
• Draft quarterly team reports and compile regular board updates in conjunction with department colleagues.
• Plan and coordinate internal events, training courses and meetings as requested by department heads.
• Manage and maintain department SharePoint, document library, and intranet pages.
• Support team members’ travel and ensure timely filing of visit and training reports.
• Assist group staff with administrative work related to HQ departments.

Finance and administration

Requirements

Essential

• Undergraduate degree in a relevant discipline
• Strong interest in international affairs and humanitarian work
• Demonstrable previous professional experience
• Excellent writing skills, with proven ability to draft high quality public-facing documents
• Working knowledge of the Microsoft Office suite, especially Excel.
• Able to work with people of different backgrounds, cultures, and religions
• Resilient, with the ability to adapt in a complex, fast-paced, changing environment
• Self-motivated with the ability to work with minimal supervision
• Experience of delivering priority work within strict timelines

Desirable

• Experience drafting funding proposals.
• Experience compiling and monitoring budgets.

Benefits

• Salary up to £29,925 per annum depending upon experience
• 25 days annual leave plus 8 statutory holidays
• Non-contributory Life Assurance
• Workplace Pension with up to 5% contributions matched by HALO
• Cycle to work
• Flexible working policy

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

Closing date for applications will be 30th April 2023