Project Assistant - Citizen Centricity and Participation

Background

IOG is currently implementing the "Citizen Centricity and Participation" project, which aims to proactively implement actionable insights obtained from a previous assessment. The primary goal of this initiative is to enhance the quality of citizen-centric service delivery and increase citizen engagement at the local level, especially in public projects. The ultimate outcome aspires to cultivate governance that is more comprehensive, streamlined, and responsive.

Scope of work

The Project Assistant is expected to support workshop logistics and facilitate role play exercises. Responsibilities include setting up the environment, coordinating activities, and maintaining records of attendance and feedback. The assistant will manage activity timing, assist with communications, and document key outcomes. Additionally, they will handle logistical tasks like equipment setup and participant inquiries, ensuring a smooth and engaging workshop experience. This role is crucial for the effective execution of the event.

Specific tasks will be as follows:

• Assist the facilitator in setting up and preparing the workshop space, ensuring all necessary materials and equipment are ready before the session starts.
• Help in coordinating role play exercises, including organizing materials, briefing participants on their roles, and ensuring smooth transitions between activities.
• Keep accurate records of workshop proceedings, participant attendance, and feedback to help in evaluating the effectiveness of the training.
• Manage and monitor the scheduling of activities during the workshop to adhere to the planned timeline, promptly addressing any deviations or delays.
• Facilitate communication during the workshop by distributing materials, relaying messages, and assisting with the creation of digital and printed correspondence as needed.
• Document key points and outcomes from role play exercises and discussions, providing detailed notes for the facilitator’s review.
• Maintain a systematic organization of workshop documents and digital files, including participant lists, role play scripts, and feedback forms, ensuring secure storage and easy accessibility.
• Provide logistical support during the workshop, assisting with the setup of audio-visual equipment, arranging seating, and handling participant inquiries.
• Offer general administrative assistance to support the overall operation of the workshop, including tasks such as photocopying, printing, and managing digital files on shared drives.
• Ensure a professional and supportive environment for all participants, aiding in the management of group dynamics and participant engagement during role play exercises..

Compensation

Compensation is based on the standard working day in Iraq, comprising 8 hours according to local practice. The anticipated daily rate ranges from US $40.00 to US $50.00, but the final rate will be decided based on qualifications and experience. This daily rate covers allowances for personal car usage, local transportation, internet, phone, computer, and all daily expenses, acknowledging the challenges posed by the assignment's location.

This service contract operates on a daily rate payment structure. The agreement entails compensation for work completed, without fringe benefits or paid allowable time off. The terms of this service agreement adhere to GIZ's financial guidelines and regulations for Grant Agreements.

Invoices and timesheets shall be submitted and duly signed by the Project Assistant. Timesheets shall indicate the nature of the work, linked to the task identified of the project and the number of hours worked per day, excluding the commute time to work locations within the home city.

The salary is based on a maximum of 7 working days for a 6-month period.

Reimbursables

Reimbursable expenses pertain to actual costs incurred, aligning with financial guidelines and the travel policy in Iraq. Expenses for hotel accommodation, meals, and transportation within Iraq will be reimbursed when traveling to provinces other than one's home province. Claims for reimbursement must be accompanied by valid receipts, with hotel receipts submitted promptly after payment.

For domestic flights, air transportation expenses should be booked via the most economical and direct route, with economy class as the standard option. Boarding passes or airline ticket stubs must be attached to flight expense claims. In the case of e-tickets, the invoice and boarding passes, if available, should be included in the expense claim.

Adhering to GIZ's financial guidelines, expenses exceeding US$1,000.00 require the collection of a minimum of three offers for comparison, ensuring a cost-effective choice that provides optimal value for money. It is the contractor's responsibility to obtain these offers and seek approval. The selected option proceeds upon receiving endorsement from the supervisor.

Contractual Conditions

Successful candidate shall be contracted by a local service provider of the IOG. Hence, he/she has no employment relationship with IOG.

About Institute on Governance (IoG)

Founded in 1990, the Institute on Governance (IOG) is an independent, Canada-based not-for-profit public interest institution with its head office in Ottawa and an office in Toronto.  Our mission is ‘advancing better governance in the public interest’, which we accomplish by exploring, developing and promoting the principles, standards and practices which underlie good governance in the public sphere, both in Canada and abroad.

The IOG’s vision is to be the pre-eminent, independent Canadian source of knowledge, research and advice on governance and its continuous improvement.

The IOG works with a wide range of clients and partners, including governments, communities, business and public organizations to assess their governance and to develop programs for improvement.  While much of our activity takes place in our home base in Canada, we also work extensively with international partners and governments.

Qualifications, specialized experience and additional competencies

• A bachelor's degree in education, communications, event management, or a related discipline is preferred.
• Experience in an assistant or coordinator role within an educational or workshop setting is highly valuable.
• Strong organizational skills, with experience in handling logistics for events or workshops.
• Proficiency in using software tools for scheduling and documentation, with basic skills in MS Excel and Word.
• Excellent verbal and written communication skills, capable of handling workshop communications and preparing briefs or reports.
• Experience in managing time effectively, ensuring smooth transitions and adherence to schedules during events.
• Familiarity with setup and operation of workshop equipment and technology.
• General administrative skills, including tasks like printing, photocopying, and preparing materials.
• Strong interpersonal skills, with the ability to manage and engage diverse groups during interactive exercises.
• Ability to work collaboratively in a team and support a facilitator in conducting dynamic and effective workshops. 

Language:

Proficiency in both written and spoken Arabic is required, and proficiency in English would be an asset.

We welcome potential candidates to apply not later than April 21, 2024 using the following link using a computer rather than a mobile device to open the link:

https://forms.gle/EpRywP5okFyemf9f9 

Please include a description of how your qualifications and experiences match the job criteria.

Kindly note that only shortlisted candidate will receive communication regarding the subsequent steps in the selection procedure.