Jobs and Internships

Remote Project Assistant – Finance vacancy at Hivos: APPLY NOW!

AdminMay 20, 2024

0 194 4 minutes read

Remote Project Assistant – Finance

Region: Global

Office: Remote from the Sub-Sahara Africa and MENA regions

Hours: 32

Application deadline: May 29, 2024

Are you committed to defending human rights offline as well as online? Are you flexible, organized, can you communicate well in English, are you willing to use encryption and other secure communication tools? Do you have a good financial eye and love budgets and Excels? Do you feel enthusiastic about events and logistical support? Would you like to contribute to a whole range of tasks within the Digital Defenders Partnership program? The DDP team would love to have you as a colleague.

Project Assistant – Finance Job context

The Digital Defenders Partnership (DDP) was initiated in late 2012 by the Freedom Online Coalition (FOC) to advance Internet freedom and to keep the internet open and free. DDP provides emergency response and sustainable protection funding to human rights defenders and organizations; strengthens rapid responders and local protection networks and capacities, and contributes to long-term organizational safety through accompaniments. DDP is hosted by the international NGO Hivos. At the moment, the DDP team of 40 people is spread out over 20 countries based in regional teams in Latin America, Asia, Sub-Saharan Africa, Eastern Europe, Caucasus, and Central Asia and Europe region.

Hivos is looking for someone who can work dedicated working hours towards the DDP. You will be in daily contact with the DDP international team; monitor contract actions, receiving invoices, initiating payments, supporting the financial officer, supporting travel needs of the DDP team, attending DDP team meetings online.

Project Assistant – Finance responsibilities

The Project Assistant – Finance reports to the DDP Project Manager Operations and has the following responsibilities;

Supporting with Financial tasks

Supporting the Financial officer (FO) with the assessment of partner budgets, financial reports and audited statements
Logging and processing invoices and reimbursement requests (indicating budget lines/funders on invoices)
Assisting the Financial Officer (FO) with registering budget expenses in the Hivos systems All Solutions and Excel for the program

Preparing documents for the yearly audit and ad hoc requests

Supporting with Admin tasks related to grants and contracts

Closely working together with the Project Assistant, registering partner/fellow/consultant details into the Hivos system All Solutions

Checking correctness and completeness of contracts including compliance and reporting requirements, in line with Hivos/DDP procedures
Assisting POs with reviewing quarterly grantee reports
Closely working together with the Project Assistant, Assisting POs with processing the payment liabilities in the Hivos system All Solutions.

Monitor contract actions, send quarterly reminders to partners, and provides information on overdue actions.
Support on payments to partners/fellows/consultants in the All Solution system
Ensuring accuracy and integrity of financial data

Closing contracts on the Hivos system
Filing and archiving partner documentation according to DDP/Hivos procedures

Overall DDP admin and reporting support

Booking flights and accommodation for DDP team/partners/trainees
Supporting a global DDP team across the world and in different time zones with multiple administrative requests
Filing and archiving travel and global events logistical and supporting financial documentations

Logistical arrangements for meetings, events and conferences
Supporting POs with maintenance of communication materials (flyers/prints)
Actively support on continuous improvement, identifying opportunities to streamline process, enhance efficient and strength project and/or organizational operations.

Project Assistant – Finance profile

You have financial working experience; proven experience in working with budgets, including a solid understanding of financial principles, budgeting processes, contract management, and regulatory requirements.
You have strong organizational skills; proven experience in administrating projects/organizing events/administrating international teamsYou are flexible and positive; you are able to deal with different tasks that come up within the DDP program, you are able to plan and prioritize.
You have an attention to detail, excellent time management skills and show initiative.

You are a team player; you enjoy working in collaboration with the DDP team and assisting team members with their tasks.
You have strong communication skills in English, written and verbal as well as interpersonal. You are an open communicator; able to communicate any ambiguity or insecurity.
You preferably have affinity with activists, human right defenders and other critical voices under pressure. You preferably have affinity with internet Freedom, digital technologies and holistic security

You subscribe to the DDP core values (Human rights & Internet freedom, Confidentiality & Trust, Mentorship & Partnership, Not claiming but Facilitating, Quality & Expertise, Non-violence & Feminist values) and will sign the Hivos Safeguarding Policy and non-disclosure agreement of DDP. It is especially important to be in full acceptance towards the DDP feminist and decolonial approach.
You work with a high degree of professionalism and confidentiality.
You have excellent command of MS Office & MS Excel.

You are able to use encryption and other secure communication tools, or willing to use it.
You have a valid working permit in the country that you live in.

What Hivos offer

A consultant contract for 32 hrs/week is offered A.S.A.P. for 1 year, with the option to extend. DDP differentiates consultant salaries per region. Consultant rates offer will depend on your location but will be not less than 1,935 EUR for the 32 hrs. Travel costs are compensated in accordance with Hivos Regulations.

Want to apply for Project Assistant – Finance role?

Please apply latest May 29, 2024. Hivos will consider closing the procedure before this date in case they receive a lot of Project Assistant – Finance applications and/or have found the matching candidate before this date.