Job context

As a Project Assistant, you will support the MENA Program Manager based at Global Office in the operational, financial, events planning, communication, procurement, archiving and administrative tasks related to project implementation in accordance with the requirements and procedures of Hivos and the donor.

You ensure that the project administration is in order and projects are properly registered in the system and archived (both hard and soft copy). You monitor work processes, support logistical matters, initiate payments and communicate about project-related matters within and outside the organization. In addition, you support the department with administrative and logistical matters. The PA is expected to be committed to Hivos’ values and principles.

You will support the Global Office-based MENA programs in coordination with coalition partners and local organizations. In addition to working closely with Global Office-based MENA team, you will be reporting directly to the MENA Program Manager in The Hague and provide support to MENA Director based in Lebanon as needed.

We are looking for an enthusiastic, proactive colleague who gets energy from supporting and organizing projects and activities. A candidate who enjoys working with many different colleagues from diverse backgrounds, able to multi-task and prioritize workload.

Responsibilities

Program administrative support

• Assists in preparation and dissemination of contracts for partners and consultants created on Hivos program management system (All Solutions).
• Enters and processes financial and other administrative data in our standard system for projects and programs.
• Ensures before processing of project payments, all necessary deliverables with supporting documentation have been provided and filed.
• Monitors reporting schedules and requirements, contract end dates, etc.

Processing project information and monitoring work processes

• Responsible for entering and processing financial and other administrative data in our standard system for projects and programs, including initiating part of the project payments.
• Monitors reporting schedules and requirements.
• Supports the Financial Officer to enter correct financial data related to project expenses incurred on AllSolutions.
• Assists the project team in project contract management and auditing process.

Procurement support

• Leads or supports the procurement of goods & services in line with our procurement procedures, and ensures proper documentation is collected and filed.

Logistical tasks

• Supports logistical and administrative activities such as travel, organizing meetings and events (offline and online) and fulfilling information needs from the team, partners and other external stakeholders.

Support for the department

• Organizes and keeps track of meetings, coordinates and sends out the agenda and keeps track of departmental schedules as well as assist with minute-taking of meetings ensuring key action points are captured for implementation.

Communication

• Communicates project-related matters with both internal and external stakeholders and ensure a timely follow-up.

Quality improvement

• Contributes to improving work processes and participates in quality improvement projects and activities in the organization.

Other tasks:

• Participates in all MENA-related activities and events.
• Carries out any other duties as assigned by the Program Manager and MENA Regional Director.

Your profile

We are looking for a Project Assistant who has the following to offer:

1. Good command of English is essential with Dutch as a pré.
2. At least 4-6 years of relevant work experience in the field of project assistance & administration
3. Relevant level of thinking/education in secondary vocational education or higher.
4. Able to work independently, and is detailed, organized and result-oriented and able to perform many different tasks under pressure and time constraints.
5. Handles coordination and implementation of multiple projects simultaneously
6. High level of integrity and a good sense of cross-cultural communication
7. Experienced with sensitive information or working in difficult operational environments
8. Computer literate, in particular MS Word, Excel and PowerPoint.

What we offer

In this position, the selected candidate will work at Hivos’ Global Office in the city center of The Hague. This will be the primary location with most other Hivos program staff to be located there as well.

We offer a contract for 16 hours per week (with possibility to be extended to 24 hours based on available funding) based on Hivos Global Office labor conditions. The salary ranges from €2931,36 to €3.757,56 gross per month based on a 36-hour work week.

We provide a laptop and travel expenses according to our commuting policies, as well as participation in our pension fund. Hivos additionally works according to a 50/50 schedule, which means you may work from home during half of your contract hours.

How to apply

Please submit a cover letter and CV by September 1, 2025, at the latest, by clicking on the ‘Apply here’ button. Only short-listed candidates will be contacted.

Once selected and interviewed, an assignment will be part of the recruitment process. Kindly note that you have to be in possession of a valid work permit for the Netherlands.

APPLY HERE

Candidates are highly encouraged to provide a clear track record in their CV and description in cover letter that matches the requirements of the position elaborated above.

Due to the anticipated volume of applications, we regret that we can only respond to shortlisted candidates. Hivos reserves the right to close the position before the application deadline if a suitable candidate is identified. Interested candidates are encouraged to apply as early as possible.

If you are selected for the final stage of the selection process, please note that professional references and a certificate of conduct (VOG) will be requested due to our Safeguarding Policy. Exceptions will only be made if there is a local legislation prohibition or when the candidate is unable to obtain such a certificate due to activities on LGTBIQ+ and Human Rights. We may check social media – unless applicants state they do not wish us to do so. Accuracy of information in the curriculum vitae will also be checked. Hivos is an equal opportunity employer and encourages diverse candidates – such as women and LGBTQIA+ people, persons with disabilities, and persons from negatively racialized groups – to apply.