About the organization

Pro Peace is a German peacebuilding organization founded in 1996 by peace and human rights groups. Pro Peace is active in 13 countries in Europe, the Middle East and South East Asia.

We believe that conflict is a natural part of life and an opportunity for growth depending on whether it escalates into violence or leads to positive change depends on how we deal with it. When conflicts are addressed constructively and those affected take an active role, just and lasting peace can emerge and grow. This is where our peacebuilding work begins.

Purpose of the position

The Project Assistant will support the day-to-day implementation of project activities by ensuring that logistical, administrative, and financial processes are organized and completed in a timely and accurate manner. The position will also support communication and coordination with project partners and stakeholders, participate in field visits, and contribute to the collection and organization of project documentation.

Working under the supervision of the Policy Lead – Social Cohesion and Conflict Resilience, the Project Assistant will help ensure that project activities are implemented efficiently, in accordance with organizational procedures, donor requirements, and relevant safeguarding and security standards.

Pro Peace offers a flexible and dynamic work environment, with significant opportunities for personal growth and development in addition to good primary and secondary benefits.

Key Responsibilities

A. Logistical and Administrative Support

• Support the planning and organization of project activities, including workshops, training sessions, meetings, consultations, and other events.
• Coordinate logistical arrangements, including venues, transportation, accommodation, catering, equipment, materials, and participant registration.
• Prepare attendance sheets, agendas, name tags, training materials, and other documents required for project activities.
• Support procurement processes by collecting quotations, preparing purchase requests, and following up with suppliers in accordance with organizational procedures.

B. Financial and Administrative Support

• Support the preparation and processing of activity-related financial documentation, including payment requests, expense claims, invoices, receipts, and other supporting documents.
• Coordinate with the finance and operations teams to ensure that financial documentation is complete, accurate, and submitted within established deadlines.
• Assist in tracking activity-related expenditures and maintaining updated records of expenses against approved budgets, under the supervision of the Project Manager and Finance team.
• Support the preparation of cash advances, settlements, and liquidation documents in line with organizational policies.

C. Partner and Stakeholder Coordination

• Support regular communication and coordination with project partners, community-based organizations, service providers, and other relevant stakeholders.
• Assist in sharing invitations, agendas, meeting minutes, activity updates, and other project-related information.
• Follow up with partners on activity preparations, participant lists, required documentation, reporting deadlines, and other administrative matters.
• Maintain updated contact lists and records of relevant partners and stakeholders.

D. Field Visits and Activity Implementation

• Participate in field visits to project locations and partner organizations as required.
• Support the preparation of field visit plans, schedules, logistical arrangements, and relevant documentation.
• Assist in documenting field visit observations and preparing brief visit notes for the project team.
• Maintain professional and respectful communication with community members, partners, and other stakeholders during field visits.
• Ensure compliance with organizational security protocols, safeguarding policies, confidentiality requirements, and applicable fieldwork procedures.
• Promptly report any operational challenges, safeguarding concerns, security incidents, or other issues to the relevant supervisor.

E. Communication and Documentation

• Support the preparation, formatting, and distribution of project-related documents, presentations, invitations, and internal communications.
• Assist in drafting meeting minutes, activity summaries, field visit notes, and other routine project documentation.
• Ensure that project documentation is properly stored, labelled, and maintained in accordance with organizational filing and data protection procedures.
• Support translation or proofreading of basic project documents between Arabic and English, where relevant and within the post holder's language skills.

4. Qualifications and Experience

Education

• Bachelor's degree in Political Science, Business Administration, Project Management, Social Sciences, Development Studies, or a related field.

Experience

• At least 1–2 years of relevant experience in project assistance, programme support, administration, logistics, or a similar role, preferably within an (I)NGO.
• Experience supporting workshops, trainings, meetings, or other project activities.
• Experience coordinating with local partners, suppliers, or community stakeholders is an asset.
• Basic experience with financial documentation, procurement procedures, and administrative processes is desirable.
• Familiarity with civil society, community-based initiatives, or peacebuilding programmes is an advantage.

5. Required Skills and Competencies

• Strong organizational skills and attention to detail.
• Good planning, time management, and task prioritization skills.
• Strong interpersonal and communication skills.
• Ability to coordinate effectively with colleagues, partners, suppliers, and external stakeholders.
• Proficiency in Microsoft Office applications, particularly Word and Excel.
• Ability to maintain accurate records and handle confidential information responsibly.
• Flexibility and willingness to travel to project locations when required.
• Ability to work independently on assigned tasks while contributing to a collaborative team environment.
• Proactive approach to problem-solving and follow-up.
• Commitment to organizational values, safeguarding, accountability, inclusion, and conflict-sensitive programming.

Languages

• Fluency in Arabic (writing and speaking)
• Good working proficiency in English (writing and speaking)