Project Assistant

JOB SUMMARY

Qualifications & EducationDiploma or Degree in Project Management, Events Management, Communications, Business Administration, Information Management or related field.ExperienceMinimum 2 years' experience supporting conferences, workshops or stakeholder events.Experience working with NGOs, humanitarian organizations or development partners is desirable.Strong organizational and stakeholder management skills.Excellent written and verbal English communication skills.Advanced proficiency in Microsoft Office and online collaboration tools.CompetenciesExcellent planning and coordination.Strong attention to detail.Ability to manage multiple priorities under tight deadlines.Professional communication and diplomacy.Problem-solving and initiative.Ability to work independently and within multidisciplinary teams.

RESPONSIBILITIES

Planning and CoordinationMaintain the symposium workplan and tracker.Coordinate planning meetings and follow up action points.Track budgets, procurement requests and service delivery timelines.Maintain risk and issue logs.Stakeholder EngagementCoordinate invitations and registration processes.Maintain participant, speaker, sponsor and partner databases.Liaise with NGOs, UN agencies, academia and technology partners.Support sponsor engagement and follow-up meetings.Communications and VisibilityManage the symposium mailbox.Draft participant communications and reminders.Coordinate branding materials, speaker biographies and event content.Support website, registration and landing page updates.Logistics and OperationsCoordinate venue, catering, accommodation and transport arrangements.Support registration and participant management.Coordinate volunteers, rapporteurs and support staff.Track consent management and event data protection requirements.Program SupportCoordinate speakers, moderators and panelists.Consolidate presentations and session materials.Support agenda development and session logistics.Track keynote, panel and breakout session readiness.Documentation and ReportingTake minutes and maintain action trackers.Coordinate rapporteurs and session reports.Support preparation of post-event reports, recommendations and knowledge products.Maintain symposium records and archives.Expected DeliverablesUpdated symposium project plan and tracker.Stakeholder database and communications tracker.Registration and attendance records.Speaker and sponsor management tracker.Logistics readiness checklist.Daily progress reports during final preparation period.Symposium report support package and lessons learned register.Post-event participant communication package.

REQUIRED SKILLS

Event management, Project implementation, Programme management, Project monitoring and evaluation (M&E)

REQUIRED EDUCATION

Diploma, Associate's degree