Project Assistant THRIVE

Project Assistant – THRIVE 

What we are looking for 

Hivos is an equal opportunities employer and welcomes applications from all qualified individuals. We are currently seeking suitably qualified, highly competent, and motivated candidates to serve as Project Assistant - THRIVE and lead effective implementation, coordination, and delivery of the program upon project commencement. 

Position Information

Location: Zimbabwe, Kenya or Lebanon

Hours: Full Time (37.5 Hours Per Week – Zimbabwe / 40 hours Per Week – Kenya / 36 Hours Per Week – Lebanon)

Reports to: Project Manager Thrive

Team: Programs

Contract Type: Fixed – Term

Term: This appointment is for an initial term of one year, with possibility of annual renewal for the life of the project, subject to donor funding availability, performance and organizational needs.

Office: Zimbabwe, Kenya or Lebanon

Deadline: 8 September 2026

JOB CONTEXT

Hivos was awarded the THRIVE Program (Promoting an Enabling Environment for Civil Society) under the Swedish Strategy for Support to Civil Society 2025–2029. The program aims to strengthen civil society resilience, sustainability, and effectiveness across Kenya, Zimbabwe, Colombia, and Lebanon.

THRIVE seeks to empower civil society actors to counter shrinking civic space and promote enabling environments through three interlinked outcomes:

• Safe and inclusive spaces for collaboration


• Strengthened operational and strategic capacities


• Increased access to knowledge, networks, tools, and resources

ROLE PURPOSE

The Project Assistant is part of the THRIVE global programme team and is responsible for assisting with the administration, coordination, monitoring, and compliance of project and partner-related processes. The role supports accurate information management, contract administration, reporting, and logistical coordination, while ensuring compliance with organizational and donor requirements.

KEY RESPONSIBILITIES 

The key responsibilities of the role include:

Contract and Project Administration

• Review and complete compliance checklists and contract documentation to ensure accuracy and completeness before processing.


• Coordinate contract routing and signature processes per the Delegation of Authority (DoA).


• Verify returned contracts and supporting documentation, including:
  
  
  
  • Signed agreements
  
  
  • Banking information forms
  
  
  • Auditor forms
  
  
  • Conflict of Interest declarations
  
  
  
  


• Maintain accurate contract records and archives.


• Process contract sign-off information and facilitate the release of liabilities after all compliance requirements have been met.


• Review and verify requests for contract amendments, and project and no-cost extensions.

Monitor and reporting

• Monitor partner intake, contracting, payment, and assessment processes.


• Monitor the completeness and accuracy of staff time registration.


• Support project and grant closure processes by ensuring compliance with requirements.

Data, Information and Reporting

• Enter, process, maintain, and update financial, project, and operational data in relevant systems and databases, ensuring its accuracy and completeness.


• Monitor reporting requirements and deadlines, follow up on outstanding information, and support the preparation and consolidation of project reports.

Administrative, Logistical and Operational Support

• Coordinate administrative and logistical arrangements for the project’s operations, including procurement process, travel, meetings, and events, maintaining calendars, taking meeting notes, and ensuring follow‑up on agreed actions.


• Ensure that administrative and logistical activities are carried out efficiently and in compliance with applicable policies and regulations.

Quality Assurance and Risk Management

• Perform compliance reviews to ensure project activities adhere to organizational and donor requirements.


• Support risk mitigation initiatives related to project administration and contracting.


• Verify the accuracy and completeness of project and partner documentation.


• Facilitate control checks throughout the project lifecycle.


• Contribute to continuous improvement of compliance and monitoring processes.

PERSON SPECIFICATIONS 

Qualifications

• Bachelor’s degree (completed or in progress) in Business Administration, International Business, International Relations, or related fields.

Knowledge / Experience

• Minimum of 1 year of experience in administrative and operational roles, preferably within nonprofit organizations and/or international cooperation projects.


• Experience in procurement processes and event coordination is an advantage.


• Fluency in English is essential; knowledge of Arabic or Spanish is an asset.

Key Skills /Attributes

• Advanced MS Office skills (Excel, Word, PowerPoint).


• Strong organization, accuracy, and attention to detail.


• Ability to manage multiple tasks simultaneously.


• Integrity, accountability, professionalism and ethical judgement.

What we offer

We offer a stimulating work environment in a professional international organization with dedicated staff. We offer an initial one-year contract, renewable based on performance and funding, based on local labor conditions, with a remuneration commensurate with experience and expertise

Want to apply?

Please submit a cover letter (maximum 1 page) and CV (maximum 2 pages) as soon as possible by clicking the ‘Apply here’ button. Applications are being received until 8 September 2026, midnight CAT.

Our values and commitment to safeguarding

Hivos is committed to promoting equality, diversity, and inclusion in the workplace, and strives to be representative of all sections of society. We know that different perspectives, experiences, and competences are key for Hivos to be a relevant, capable, and successful organization. Hivos therefore strives to recruit staff with diverse backgrounds and lived experiences.  

Hivos is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and partners with whom Hivos engage. 

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Hivos also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. When you submit an application, you confirm your understanding of these recruitment procedures.