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Program Assistant (deadline: 10 Jul 2017)

This is an entry-level role to support Seefar’s Migration Program to implement projects on some of the most important issues of our times, including refugees, displaced people, human trafficking and modern slavery. This role will provide administrative support and coordination to project and program teams around the world. The ideal candidate will be a highly organised, efficient and autonomous individual with the capacity to work on multiple projects at a time. You can live wherever you like and travel will be required.

Job Description

We are a social enterprise with a mission to work with vulnerable people to build a better future. We specialise in justice, migration and social inclusion. Our expertise is in strategic communications, counselling, consulting, monitoring and evaluation, and research. We work in East Asia, South Asia, the Middle East, East Africa, North Africa, the Sahel and Europe. For more information about us, please visit https://seefar.org/about-us. To get a sense of the services we specialise in at Seefar, please visit https://seefar.org/services.

Seefar’s Migration Program is one of two thematic programs (the other is Security and Justice). This means it works globally and cooperates with country programs and country teams. To get a sense of the projects the Migration Program delivers, please visit https://seefar.org/themes/migration/.

The Program Assistant role is a newly established role within the Migration Program, providing support to project and program teams, including on:

  • recruitment and contracting;
  • financial processes;
  • research tasks;
  • project management;
  • meetings;
  • standard operating procedures; and
  • scheduling and logistics.

This role will require someone who is smart, intrinsically motivated, worldly, interested in hard challenges and highly flexible and efficient. The following are the primary responsibilities of the role, with estimated allocations of time and attention.

Deliver: Project and Program Support

Approximately 60% of your time and attention:

  • Assisting project teams to deliver projects smoothly, including by:
    • Scheduling project meetings, recording actions and decisions and circulating and tracking them.
    • Onboarding project consultants, including ensuring they are setup in corporate systems.
    • Arranging travel and logistics for project teams.
    • Completing project startup and closedown procedures for project managers.
  • Assisting program management on:
    • Financial management, administration and reporting.
    • Management of project information from across the organisation.
    • Organising program conferences around the world.
    • Other tasks as directed.

Develop: Improvements to Program Management

Approximately 25% of your time and attention:

  • Leading the development and testing of new processes and systems for the program, as well as roll-out of new corporate processes.
  • Preparing analysis of financial and operational performance.

Direct: Global Management

Approximately 15% of your time and attention:

  • Representing and demonstrating the Enterprise’s values.
  • Cooperating with other areas of the Enterprise, including Corporate Services and other Enterprise’s program teams.
  • Communicating substantive and administrative information that supports program management overall. For example, this would include assisting Corporate Services to implement new procedures and giving feedback on their quality and utility.

Working with Seefar

Current and former personnel have noted the points below as positive features of Seefar’s work environment and culture:

  • The Enterprise combines entrepreneurialism with a focus on social impact.
  • You work with highly diverse people and across a diversity of contexts.
  • There is a high level of trust that supports you to work autonomously.
  • The people in the Enterprise encourage innovation and experimentation.
  • Achieving results is prioritised over rigid structures and workflows.
  • You are never bored and always challenged.

Current and former personnel have noted the points below as negative features of Seefar’s work environment and culture:

  • Collaborating with geographically dispersed teams requires flexibility and patience.
  • Working remotely can make you feel isolated and so requires you to invest time in communication.
  • Travel schedules can sometimes be heavy.
  • A high-growth phase means problem-solving as the Enterprise’s systems evolve quickly.
  • It can be fast paced so you need to be productive and able to prioritise effectively.

An Excellent Candidate

For this role we are prioritising candidates that are smart, enthusiastic and focussed on supporting the delivery of projects to benefit some of the most vulnerable people in the world.

To excel in this role, you will start with at least an undergraduate degree in social sciences, law or similar. You will have at least 2 years of professional working experience, preferably in a similar role and will be fluent in English. You have the ability to write clearly and succinctly and can demonstrate excellent analytical skills. You have the ability to manage and prioritise your own workload autonomously and with limited supervision. You can organise and coordinate others in a positive and helpful way. You recognise the importance of feedback and will be motivated by an Enterprise performance framework focused on social impact.

To apply for this Role

On or before 10 July 2017, complete our online application form. Before you start, you should do the following:

  1. Confirm you meet these minimum requirements:
    1. An undergraduate degree in social sciences, law or similar.
    2. Excellent analytical skills.
    3. Complete fluency in oral and written English, including clear and succinct English writing skills.
    4. 2 years of professional working experience.
  2. Prepare a CV in Word or PDF format. You will upload this in our online application form.
  3. In Word or PDF format, prepare an introductory letter that includes only the points below. You will upload this in our online application form.
    1. 1-2 paragraphs with an example of how you analysed a problem to find a solution. What was the context? What was your role? How did you find a solution? What was the result?
    2. 1-2 paragraphs explaining your expectations for this role and your future career direction.