About Free to be Me
Free
to Be Me is an ambitious, daring and innovative program that helps
build and maintain a vibrant Gender, Equality, Diversity and Inclusion (GEDI)
movement that is confident and capable to lobby and advocate for their human
and economic rights. The program is led by an alliance of three consortium
members – Hivos (the lead party), ILGA World and Positive Vibes. Together the
alliance will coach, accompany, fund and train GEDI persons and organizations
to influence norms and attitudes, generate (public) support, and promote laws,
policies and regulations that recognize, respect and protect GEDI people’s
human and economic rights.
The program is being
implemented in 14 countries in Africa, the Middle East and Southeast
Asia. The program started in April 2021 and is funded by the Dutch
Ministry of Foreign Affairs, under the Power of Voices program, which is part
of the Strengthening Civil Society subsidy framework. The five-year program has
a budget of EUR 37 million.
Responsibilities
Operations
and logistics
- Maintains
logistical and administrative activities and corresponding systems for
internal and external communication, fulfils information requirements.
- Organizes
and keeps track of meetings (minutes and tracking of items), maintains and
applies department agenda and planning, organizes periodic and one-off
events, monitors reporting schedules and requirements.
- Performs
a variety of logistics tasks such as organizing travel and events.
- Working
closely with the GPM and responsible technical leads to organize overall
F2BM team meetings such as staff meetings, annual planning and reflection
meetings, annual team building.
Program
support
- Processing
information: Is in charge of entering program-related financial and other
data and processing it into standard systems.
- Support
in positioning: Is part of the Free to be Me team in the region and as
such interacts with internal and external stakeholders.
- The
PA manages the documentation (financial, administrative and technical),
archiving and distribution of documents in the NextCloud platform, as well
as the follow-up on the updates of the sub-projects and respective
documentation in the Hivos project management system (All Solutions).
- The
PA provides administrative support as needed in implementation,
monitoring and evaluation, in collaboration with the rest of the team and
shares possible synergies.
- Create
and modify documents e.g. invoices, reports, memos, letters etc. using
word processing, spreadsheet, database and/or other presentation using
Microsoft Office.
- Assist
in preparation and dissemination of contracts for partners and consultants
using the Hivos information management system (All Solutions).
- May
conduct research, compile data and prepare papers for consideration and
presentation
- Supporting
the program team in regard to grants program monitoring, evaluation and
learning to shape funding priorities and inform capacity strengthening
opportunities.
- Ensure
timely external communication and support in relationships with
consultants or external facilitators, providing expertise to the program.
Procurement
support
- The
PA is the responsible for the following-up of the deliverables and
payments of the consultancy contracts implemented
- Supporting
program team in procuring of goods and services such as consultancies,
flights, accommodation and conference which includes coordinating approval
of terms of reference by the GPM; reviewing, preparing and ensuring
approval of contracts, invoices, purchase requisition and other
documentation necessary for the relevant processes.
- Any
other duties assigned to them.
Requirements
- Relevant
vocational training or comparable work experience, and higher level of
working and thinking.
- Able
to speak and write English fluently, knowledge of French, Swahili,
Portuguese or other relevant languages are a bonus.
- Approximately
3 years of work experience in a professional organization, and preferably
in an international environment.
- A
proactive, open-minded team player with a positive attitude, who enjoys
working in a dynamic environment.
- Supportive
of the goals of Free to be Me.
- Familiar
with working with financial administrative systems.
- Skilled
in organizing and planning.
- Experience
in supporting the organization of events, preferably also online.
- Ability
to think and act creatively and ‘outside the box’ to solve problems
- High
level of integrity.
- Lived
experience as a rights holder is an asset.
Deadline: May 4, 2023
Application page: https://hivos.org/vacancy/program-assistant-free-to-be-me-program/
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