Roles and Responsibilities The following are the roles and responsibilities for this role:
Research and Documentation:• Due Diligence: Understand the scope of the project, identify the project participants, keep updated contact information and ensure that there is a reliable means of communicating at all times during the day with the project team.• The project assistant will typically perform tasks such as creating reports, proofreading documents, conducting research, managing files and collecting data for all projects.• Resource management on all projects the company is involved in.• Provide administrative support to the Project Manager and project team on research and documentation processes, and also assist in the coordination of projects’ events and activities• Create contracts for partners, organisations and individuals to support activities.• Media file maintained up-to-date as required by the Project Manager.• Provide support on monitoring and evaluation (including Scorecard) on the quality of events and their outcomes, carried out to agreed standards and methodology as required by the Project Manager.• Co-ordination of professional teaching network and assistance with logistical organisation.
Networks & Relationship building• To support the Project Manager to develop and maintain active relationships and networks successfully and maintain an updated contact databasePlanning• Understand projects Alexis Consult is involved in contribute to the strategy of delivering the project in an accurate and timely fashion.• Provide administrative and logistical support for the effective and efficient delivery of regional and local projects to satisfaction of the Stakeholders in a project.• Evaluate the progress of the project to ensure that the timeline is followed steadily and consistently.• Keep an open line of communication with all project participants as to be alerted to potential snags and problems.• Communication with internal and external contacts:• Incoming requests for information are dealt with adequately and in a timely manner, or are passed on to relevant member of project team for follow-up.• Outgoing communication with internal and external clients is delivered on time and conforms to needs by department activities and consultants. Problems are immediately solved or communicated to the relevant member of the team• Support on updating our internal and external communication channels.• Assist on scorecard procedures (including planning and implementation of questionnaire surveys) carried out to agreed deadlines
Admin Duties• Disseminate project information to stakeholders• Develop and maintain project deliverables under the direction of the project manager or project director• Collect and input data into databases created for projects and be able to keep up to date notes and tracking on various projects.• Take accurate notes during meetings• Prepare meeting materials, including reports, presentations and agendas• The project assistant should be familiar with the project and administrative activities that might come up such as travel and accommodation arrangement for training seminars, conferences and other project related events.Skill set
• Proven ability to manage multiple projects/activities in a dynamic fast paced environment• Superior communication and organization development skills• Strong interpersonal skills and ability to work with and manage cross-functional teams.• Experience with Microsoft -Office• Highly skilled written and oral communicator.• Strong ability to multi-task and solve problems.• Proven conceptual, analytical and strategic thinking skills.
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