Project Assistant

2 weeks ago

Riyadh, Ar Riyāḑ, Saudi Arabia DAI Full time

For Project: EU-GCC Dialogue on Economic Diversification II

Background: The "EU-GCC Dialogue on Economic Diversification II" project aims to strengthen economic relations between the European Union (EU) and the Gulf Cooperation Council (GCC) through enhanced trade, investment, and regulatory cooperation. The project supports the economic diversification agendas of the GCC countries in line with the EU's strategic partnership objectives within the region.

DAI is looking for a Project Assistant

Role Overview: The Project Assistant will support the Team Leader, Project Manager, and other team members throughout the implementation period. The assistant will play a key role in administrative coordination, documentation, translation, logistical support, and financial tracking, contributing to the efficient execution of the project.

Key Responsibilities:

  • Provide day-to-day administrative support to the Team Leader, Project Manager, Project Director, and team members.
  • Maintain organised records of project administrative documentation, correspondence, and outputs.
  • Coordinate the collection and processing of expert timesheets and submit monthly to Project Manager for approval.
  • Assist in the drafting, formatting, and revision of monthly, interim, mission, and related reports.
  • Compile project written outputs from experts and format them according to project standards.
  • Maintain financial records and assist with first-level checks of project expenses and monthly reporting.
  • Maintain office accounts, including bank account and petty cash, and ensure first-level administrative control of the project's expenditure; ensure monthly financial reports are checked and approved by the Team Leader and submitted in a timely manner to the Project Director / Project Manager.
  • Ensure all required financial and administrative records are obtained and filed physically and electronically, including field expenditure reports, payment and travel approval records, procurement records, invoices, payment receipts, attendance sheets, and travel records.
  • Support procurement processes: prepare budgets, collect offers, coordinate payments, and archive original records.
  • Assist in organising events, trainings, and internal/external meetings (e.g., Steering Committees, weekly/monthly updates), including agenda preparation and minutes drafting.
  • Support the preparation and submission of approval requests and maintain associated records.
  • Provide translation and interpretation services between English and Arabic when needed.
  • Provide logistical and travel support to team members and visiting experts, including arranging accommodation, arrivals/departures, etc.
  • Maintain office equipment, control of office supplies, prepare inventory lists, and supervise office support and cleaning services.
  • Arrange meetings, manage calendars, support meeting logistics, handle documentation reproduction, distribution, and maintain project contact lists.
  • Other tasks as reasonably agreed with the Team Leader.

Qualifications & Skills:

  • University degree in business administration, economics, political science, trade, or a relevant field (an additional two years of directly relevant professional experience may be considered in lieu of a degree).
  • 3–5 years of experience in a similar administrative or coordination role; experience with donor-funded or trade and investment projects is an asset.
  • Demonstrated capability to plan and implement project administration processes, adhering to organisation/client policies.
  • Experience with financial processes and record keeping.
  • Excellent English and Arabic verbal and written communication skills essential, including the ability to produce a range of written project administrative documents (activity plans, meeting agendas and minutes, formal business letters, etc.).
  • Full IT proficiency including advanced MS Office skills (notably Excel).
  • Team player, flexible, and strong relationship management skills.
  • Excellent attention to detail.
  • Excellent organisational and analytical skills.
  • Collaborative, adaptable, and strong interpersonal communication skills.

Reporting: The Project Assistant will report to the Project Team Leader and coordinate closely with the Communications and Visibility Manager and relevant project staff.

Duration: Full-time position starting from May 2025 for one year, with possible extension until February 2028.

If you are interested, kindly submit a CV in English, indicating field(s) of expertise and experience not later than 16 April 2025.

Only shortlisted candidates will be contacted

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