Project Assistant

Rationale / Objective for Position

MSF Eastern Africa will host the 2nd Regional Data Protection and Cybersecurity Symposium for Humanitarian Actors under the theme 'From Practice to Impact: Securing Humanitarian Data in a Digital-First Era'. The project assistant will provide dedicated support to ensure successful planning, delivery and reporting of the symposium.

The project assistant will provide end-to-end administrative, logistical, stakeholder engagement, communications and event coordination support to the Data Protection Unit before, during and after the symposium.

This position will be hierarchically and functionally accountable to the Data Protection Advisor.

Tasks & Responsibilities

Planning and Coordination

• Maintain the symposium workplan and tracker.
• Coordinate planning meetings and follow up action points.
• Track budgets, procurement requests and service delivery timelines.
• Maintain risk and issue logs.

Stakeholder Engagement

• Coordinate invitations and registration processes.
• Maintain participant, speaker, sponsor and partner databases.
• Liaise with NGOs, UN agencies, academia and technology partners.
• Support sponsor engagement and follow-up meetings.

Communications and Visibility

• Manage the symposium mailbox.
• Draft participant communications and reminders.
• Coordinate branding materials, speaker biographies and event content.
• Support website, registration and landing page updates.

Logistics and Operations

• Coordinate venue, catering, accommodation and transport arrangements.
• Support registration and participant management.
• Coordinate volunteers, rapporteurs and support staff.
• Track consent management and event data protection requirements.

Program Support

• Coordinate speakers, moderators and panelists.
• Consolidate presentations and session materials.
• Support agenda development and session logistics.
• Track keynote, panel and breakout session readiness.

Documentation and Reporting

• Take minutes and maintain action trackers.
• Coordinate rapporteurs and session reports.
• Support preparation of post-event reports, recommendations and knowledge products.
• Maintain symposium records and archives.

Expected Deliverables

• Updated symposium project plan and tracker.
• Stakeholder database and communications tracker.
• Registration and attendance records.
• Speaker and sponsor management tracker.
• Logistics readiness checklist.
• Daily progress reports during final preparation period.
• Symposium report support package and lessons learned register.
• Post-event participant communication package.

Job Requirements

Qualifications & Education

• Diploma or Degree in Project Management, Events Management, Communications, Business Administration, Information Management or related field.

Experience

• Minimum 2 years' experience supporting conferences, workshops or stakeholder events.
• Experience working with NGOs, humanitarian organizations or development partners is desirable.
• Strong organizational and stakeholder management skills.
• Excellent written and verbal English communication skills.
• Advanced proficiency in Microsoft Office and online collaboration tools.

Competencies

• Excellent planning and coordination.
• Strong attention to detail.
• Ability to manage multiple priorities under tight deadlines.
• Professional communication and diplomacy.
• Problem-solving and initiative.
• Ability to work independently and within multidisciplinary teams.

Performance Indicators

• Planning milestones delivered on time.
• Registration targets achieved.
• Stakeholder communications completed within agreed timelines.
• Event logistics delivered with minimal disruptions.
• Timely completion of reporting and documentation requirements.