Project Assistant (INT9325) - Tenders Global

Project Assistant (INT9325)

Working at Oxfam



The Role



We are looking for an energetic individual having quick learning attributes along with clear demonstration of humility in behavior. This is a multi-task opportunity with Humanitarian Program Management Unit of Oxfam which requires good understanding of general office management support.

key Responsibilities

Under the supervision of Team Lead Humanitarian, the position holder will perform the following tasks:

The main tasks of the Programme Support Assistant include the following:

  • Provide coordination support to WVL-P team on tasks under the responsibility of Team Leader, project manager, coordinators as well as project officer. The project support assistant is expected to extend direct support to the project officer in performing his role of partnership management, communication with partners as well as maintaining reported data / information by bringing innovation in the existing ways of work.
  • Support the preparation and coordination of internal and external meetings and interactions with different stakeholders – especially with partners, and key stakeholder organisations.
  • Coordinate and draft documentation, such as meeting minutes and reports as well as supporting documents
  • Work closely with the Project Officer in grant cycle opening and closure as well enabling the process of budgetary planning based on fund management reports submitted by the partners
  • Organise and assist in internal and external meetings as well as major events, trainings etc etc.
  • Coordinate with different corners in the team such as MEAL, media and communications to facilitate them in gathering all sort of hard, soft data / information about WVL interventions and its archiving in orderly manner to facilitate them in production of useful knowledge products both audio-visual nature.
  • Provide assistance to Team Leader and Project Manager and trouble shooting related to their task management as and when required.


The programme Support Assistant will support in:

  1. Administrative Support and Records Management
  • Manage records, information, and communication through variety of channels.
  • Make arrangements of workshops/webinars, drafting and issuing of letters, Internal and external meetings, and seminars, also take minutes when required or assigned by humanitarian team lead.
  • Support WVL team lead to collate and prepare information for key meetings
  • Manage filing systems and data base (both electronic and paper) that includes programme documents and information and partners and stakeholder contact lists.
  • Working in close collaboration with other team members to manage general office matters


  1. Partner Management and Coordination
  • Establish a working relationship and coordination with the WVL team members, country office staff, partners, and key stakeholders.
  • Take lead in seeking financial reports from partners, review them in the light of narrative reports and support project officer in making funding analysis and making budget forecasts.
  • Manage communications with WVL team staff related to the programme activities, progress, and other related matters.
  • Develop and maintain stakeholders and partners database for coordination and communication.
  • Ensure that all enquiries and correspondence are dealt with promptly and effectively.
  • Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned activities follow-up with focal points.
  • Draft routine correspondence briefing notes, documents, reports, and minutes of meetings


  1. Knowledge Management:
  • Contribute to the ongoing development of the team by sharing information, issues/points of interest, knowledge and lessons learned on a regular basis.
  • Support synthesis of lessons learnt, and good practices related to WVL project for sharing within other projects at Oxfam as well as with partners.
  • Assist WVL team members on regular exchange of information/experience with Oxfam in Pakistan team and partners for cross-learning and sharing results and good practices.
  • In coordination and support from the team, prepare briefs, briefing materials, and prepare presentations.
  • Assist team in drafting reports on learning, workshops and meetings.


  1. Other
  • Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and human rights
  • Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles

skills, experience and knowledge


  • Candidate with potential to support the department in administrative tasks and project implementation support activities with a minimum of 1 year experience in similar set up, projects support, Partner coordination and event management.
  • Bachelor’s degree in a related discipline preferably Anthropology, Sociology, MBA etc from a recognised University.
  • Experience of operational / task management in any diverse professional set up.
  • Fluent in Urdu and English.
  • Report writing skills and coordination skills.
  • Ability to write success stories, briefs and concept notes
  • Ability to take initiative in providing support to field visits and event arrangements.
  • Proven knowledge of computerized systems; high degree of computer literacy and word processing
  • Commitment to Oxfam gender policies and code of conduct
  • Interpersonal and influencing skills
  • Ability to work under pressure, prioritise well and commitment to meet deadlines.


Key Attributes

  • Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities
  • Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work
  • Commitment to Oxfam’s safeguarding policies to ensure all people who are in contact with Oxfam are as safe as possible


What we are looking for


Our next {role} will require xyz or you will bring xyz… {Use essential criteria from job profile. This should be reflected in your shortlisting criteria}


We offer


This role will give you an opportunity to make a difference in programme, to act as key contributor to Oxfam, to work with a group of passionate people that are specialists in their respective fields etc, training and development, offers fair pay and competitive benefits package.




We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you. We think this role would work particularly well as a partially home-based role or job share.


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