Project Assistant, Portugal

About IISD

The International Institute for Sustainable Development (IISD) is an award-winning independent think tank working to accelerate solutions for a stable climate, sustainable resource management, and fair economies. Our work inspires better decisions and sparks meaningful action to help people and the planet thrive. We shine a light on what can be achieved when governments, businesses, non-profits, and communities come together. IISD’s staff of more than 200 experts come from across the globe and from many disciplines. With offices in Winnipeg, Geneva, Ottawa, and Toronto, our work affects lives in nearly 100 countries.

Scope

IISD is looking for a Project Assistant to join our Project Management team and provide a range of support and administrative tasks to the project managers, as well as other team members. This person is an extremely efficient and organized multitasker looking for an exciting opportunity to work with an outstanding international team. The role has growth potential and is perfect for those who want to broaden their skill set.

Responsibilities:

Project Support

• Assist with the operational planning, monitoring, and implementation of projects and initiatives.
• Provide support to project managers and the project team with work-plan development and budget development/adjustment, contracting, evaluation, and reporting.
• Assist in the compilation and formatting of program documents, including proposals, staff resumes, profiles, biographies, etc.
• Assist with tracking and reconciling project expenses in accordance with IISD’s policies.
• Assist with the coordination of corporate card management and reconciliation of expenses for team members.
• Organize and schedule regular team calls and the team calendar.
• Maintain an effective and reliable filing system as outlined in the records management policy.
• Assist with the continued development and streamlining of IISD policies and procedures.
• Assist in the compilation and formatting of documents.
• Assist in the maintenance and upkeep of program lists and databases.

Event Organization and Support

• Participate in the planning and organization of conferences, briefings, seminars, workshops, programs, and other initiatives hosted or facilitated by the team.
• Provide coordination of meetings, which may include but is not limited to scheduling, venue sourcing, catering selection, preparing invitee list and invitations, setting up, conference calls, following up with participants, managing participants list, taking meeting minutes, and disbursing agendas and related meeting documents.
• Assist in the planning, organization, and hosting of online events, training, and webinars.
• Assist with booking travel and other arrangements as necessary.
• Follow up with team members after events to obtain key meeting information for filing, including the agenda, list of participants, and meeting report.

Skills

• Excellent organization and administrative skills.
• Ability to pay attention to detail.
• Good communication skills.
• Ability to work well in a virtual team environment.
• Ability to work independently, with limited supervision.
• Ability to solve problems.
• Ability to manage time effectively.

Requirements

• Degree in Administration or its equivalent.
• 2–3 years of work experience in a relevant role.
• International experience/background preferred.
• Fluency in English.
• Proficiency in Microsoft Office 365.
• Proficiency in Microsoft Sharepoint/Teams.

Location:  Portugal

**Candidates must have the authorization to work in Portugal during the time of their employment with IISD. IISD is not able to sponsor work permits.**

Employment Type: 80%

Salary: Salary commensurate with experience and location

Start date: As soon as possible

Closing date: November 13, 2023, at 6.00 PM E.S.T

Application Procedure

All submissions must be in English. Accommodations for job applicants with disabilities are available on request.

Applications will only be accepted through Bamboo HR.

• A CV (no longer than two pages)
• A one-page letter of motivation
• IISD Voluntary Self-Identification Questionnaire (optional)

Only those candidates we wish to interview will be contacted. Resumes will be kept on file for one year.

IISD has implemented a COVID-19 Vaccination Policy that requires employees who are required or choose to be at an office or participate in in-person team events or in-person meetings/events to be fully vaccinated. Anyone unable to be fully vaccinated, either because of a sincerely held religious belief or a medical condition or disability that prevents them from being fully vaccinated, can request a reasonable accommodation.

IISD is committed to fostering a more equitable and sustainable world and welcomes candidates who uphold our values of diversity, equity, and inclusion. In addition, to correct the conditions of social injustice and disadvantage in employment around the world, we encourage candidates from historically marginalized groups, including women, Indigenous Peoples, people with disabilities, people from different racial and ethnic backgrounds, and those who identify themselves as 2SLGBTQIA+, to apply for this position. Preference will be given to the equity-deserving groups during the hiring process. We offer reasonable accommodations in our recruitment process and seek applicants' advice on how best to accommodate their needs. Please self-identify and answer our employment equity questionnaire on our applicant tracking system when you apply.

IISD does not discriminate on the basis of age, gender, caste, ethnicity, religion, colour, disability, marital status, pregnancy, gender expression or identity, sexual orientation, or any other legally protected status.

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Keywords

Project Assistantsupportadministrative tasksoperational planningmonitoringimplementationwork-plan developmentbudget developmentadjustmentcontractingevaluationreportingprogram documentsproject expensescorporate card managementfiling systemevent organizationcoordinationmeetingsplanningorganizationhostingonline eventstrainingwebinarstravel bookingproblem-solvingtime managementorganization skillsadministrative skillscommunication skillsvirtual team environmentdegree in Administrationwork experienceinternational experiencefluency in English