Project Assistant

Qualifications & Education

• Diploma or Degree in Project Management, Events Management, Communications, Business Administration, Information Management or related field.
  

Experience

• Minimum 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.
  

Competencies

• Excellent 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.
  

Planning and Coordination

• Maintain 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 Engagement

• Coordinate 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 Visibility

• Manage 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 Operations

• Coordinate 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 Support

• Coordinate speakers, moderators and panelists.
  
• Consolidate presentations and session materials.
  
• Support agenda development and session logistics.
  
• Track keynote, panel and breakout session readiness.
  

Documentation and Reporting

• Take 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 Deliverables

• Updated 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.