Team Assistant

Duty station: Bogota, Colombia

Worktime: 100%

Reports to: Regional Representative, LAC

Languages required: Fluency in English and Spanish language, with demonstrated written skills. Working knowledge of other languages, particularly French or Portuguese an asset

Experience: At least 2 years of documented experience working with development or humanitarian projects financed by International Cooperation preferred

Application deadline: 20/03/2024

About ACT Alliance

ACT Alliance is one of the world’s largest coalition of churches and church-related organisations engaged in humanitarian, development and advocacy work. It consists of 150 members working together in over 120 countries, with headquarters in 73 countries, whose aim is to create a positive and sustainable change in the lives of poor and marginalised people regardless of their religion, politics, gender, sexual orientation, race or nationality in keeping with the highest international codes and standards. 64% of our members are headquartered in the Global South, 30% in the Global North, and 6% are Global members. For more details about the general work of ACT, please refer to http://www.actalliance.org/.

Job Summary

The Team Assistant will be based in the ACT Secretariat’s Regional Representation Office for Latin America and the Caribbean (LAC) in Bogota and will support work with the forums and in the ACT programmatic areas, as well as dedicate an important percentage of time to administrative tasks. He/she will report to the Regional Representative for LAC but will liaise with global offices.

Duties and responsibilities

Administrative

• Provide general administrative support to the LAC Secretariat team and liaise with Diakonia as necessary.
• Collaborate with the Regional Representative, Humanitarian Programme Officer, and other secretariat staff on administrative and program arrangements, including organizing meetings/consultations in the LAC region and taking meeting notes.
• Assist the Regional office in maintaining organized and updated member, forum, and other relevant databases and files.
• Coordinate regional events, including venue selection, obtaining quotations, managing logistics, etc.
• Oversee procurement processes and expense management for the office.
• Compile a biweekly newsletter and other communication materials to keep members informed of events and opportunities. Liaise with the ACT Secretariat communications team, supporting and ensuring excellence in communications.
• Perform any other duties as assigned by the Regional Representative.

Programmes

• Support the implementation of ACT programmes in the LAC Secretariat. Programmes include Gender Justice; Climate Justice; Emergency Preparedness and Humanitarian response; Migration & Displacement, and Peace and Human Security. Provide effective support for the organization, implementation, reporting, coordination of activities and communication efforts of programme activities.
• Liaise with Forum Convenors and Coordinators and support the work of national forums.
• Support ACT CoPs (Communities of Practice) activities. Be a focal point on issues and activity implementation related to the following CoPs: Gender, Youth, DRR and Community Based Psychosocial Support.
• Support the ACT advocacy team on advocacy initiatives, including drafting communications material or reports in the LAC region.
• Contribute to building the ACT brand visibility and manage the organization’s reputation both at the secretariat and member level,
• Organize collective training sessions and webinars liaising with guest speakers and forums.

Competences and behaviors

• Committed to the values of the ACT Alliance and takes pride in delivering on agreed priorities according to the highest standards individually and as part of a global team.
• Proactively finds innovative and creative solutions, is efficient and reliable, adapts to change and uncertainty, is decisive and acts with integrity.
• Builds effective internal and external relationships, involves others when solving problems and treats others with consideration and respect in an alliance where faith is a key ingredient of people’s lives.
• Passion for building and developing core skills for the role and contributes knowledge outside of immediate own role.
• Effectively motivates, influences and develops others, drives high performance, inspires people to follow them and acts as a role model.

Qualifications, skills and experience

• Relevant academic degree with relevant work experience in the humanitarian/development/advocacy sectors, preferably in Latin America and the Caribbean
• Experience in office administration required.
• At least 2 years of documented experience working with development or humanitarian projects financed by International Cooperation preferred.
• Work experience in faith-based, human rights or non-profit organizations required.
• Solid skills and knowledge in project planning and management is an added advantage. Familiarity with applications, narrative and reports for donors is an added advantage.
• Knowledge of issues relevant to the mandate of ACT Alliance, including a good understanding of the ecumenical context and relevance of churches and faith-based actors in emergency response, long- term development and advocacy.
• Availability and interest to support and sometimes lead regional communications efforts.
• Highly developed interpersonal and communications skills.
• Ability to work under pressure in a networked working environment.
• Fluency in English and Spanish language, with demonstrated written skills. Working knowledge of other languages, particularly French or Portuguese an asset.