Project Assistant

Project Assistant

Nefes Foundation for Arts and Culture is looking to expand its team with a talented individual based on the following details:

Position: Project Assistant
Location: Gaziantep

Key Relations:
• Project coordinator
• Artists, beneficiaries, partners
• Logistics team, venue staff

Job Requirements:
• Education: Bachelor’s degree or higher in Project Management, Arts, or related fields.
• Experience: Minimum 1 year in project assistance or coordination roles is desired. Fresh graduates are encouraged to apply.
• Core Competency: Strong organizational, communication, and multitasking skills.
• Technical Competency: Familiarity with office and project management tools (MS Office, Excel).
Job Summary: Supports the project coordinator in organizing activities, tracking progress, and managing resources to ensure timely and efficient implementation.

Roles and Responsibilities:

• Activity Tracking and Support:
o Assist in monitoring the progress of project activities, ensuring that tasks are completed on time and in accordance with the work plan.
o Maintain accurate records of project milestones, key activities, and deadlines to ensure effective tracking and reporting.
o Coordinate with the project coordinator to make sure all activities align with the project objectives and timelines.

• Stakeholder Communication and Coordination:
o Serve as the point of contact for communication with project stakeholders, including artists, beneficiaries, and partners.
o Build and maintain strong relationships with key stakeholders by ensuring regular and transparent communication about the progress of activities and upcoming events.
o Assist in organizing and facilitating meetings, workshops, and discussions with partners and stakeholders to ensure everyone remains aligned with the project’s goals.

• Event Organization and Management:
o Support the planning and coordination of major project events, such as concerts, workshops, exhibitions, and other cultural activities.
o Manage logistical aspects of events, including booking venues, coordinating with artists, and ensuring that necessary materials and equipment are available.
o Help in the scheduling and organizing of workshops and other activities, ensuring smooth implementation and adherence to project timelines.
o Assist in managing participant registration, sending invitations, and coordinating travel arrangements for external speakers, artists, or trainers.

• Resource Management:
o Work closely with the project coordinator to ensure that necessary resources, such as materials, venues, and equipment, are procured and available for project activities.
o Monitor and manage the use of resources to avoid wastage and ensure that all assets are used efficiently to meet project objectives.
o Coordinate with suppliers and vendors to ensure timely delivery of materials and services required for events and activities.

• Reporting and Documentation:
o Assist in the preparation of regular progress reports, tracking achievements, challenges, and financial expenditure for review by the project coordinator.
o Document all project activities and outcomes in a systematic way, ensuring that accurate and up-to-date information is available for future reference.
o Compile data from project activities for monitoring and evaluation purposes, assisting the team in measuring impact and effectiveness.
o Support the preparation of donor reports and internal reports by providing necessary information and documentation on activities, expenses, and outcomes.

• Budgeting and Financial Support:
o Work with the administrative and finance team to assist in managing project finances, including monitoring expenditures and keeping track of budget allocations.
o Assist the project coordinator in preparing financial reports and ensuring that all expenses are documented in accordance with the project’s financial procedures.
o Ensure that activities stay within the allocated budget and report any financial discrepancies to the project coordinator.

• Administrative Support:
o Provide day-to-day administrative support to the project team, including scheduling meetings, managing calendars, and coordinating team communications.
o Maintain project documentation, including contracts, agreements, and communications, ensuring everything is organized and easily accessible.
o Help in the preparation of presentation materials, agendas, and notes for meetings and workshops.

• Public Relations and Communication:
o Assist with communication activities, including the promotion of project events and activities through social media, newsletters, and other channels.
o Help coordinate the creation of promotional materials such as posters, brochures, and online content to ensure maximum outreach and participation.
o Support the project team in managing the project’s public relations by ensuring that communications are consistent with the project’s goals and messaging.

How to Apply:
Interested candidates are invited to apply by filling out the Google Form via the following link:
https://forms.gle/K2yuNQwhV3KHUiZg7
Please ensure that you submit your CV and provide all required information as outlined in the job descriptions.
Application Deadline: 19 October 2024

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