Digital Unit Assistant

Pracovní nabídka

Contract Length: 1 year

Location: HQ (Prague), with the possiblity of home office 2 days/week

Starting date: Upon agreement

Line Manager: Digital Unit Lead

People in Need (PIN) is a Czech-based international non-governmental organization (NGO) that has provided humanitarian and development assistance across more than 20 countries since 1992. Today, PIN stands as one of the largest organizations of its kind in Central and Eastern Europe, supporting vulnerable communities in Asia, Africa, the Middle East, and Eastern Europe. PIN empowers civil society, advocates for human rights, and promotes social inclusion both in the Czech Republic and abroad.

About the role:

The Digital Unit Assistant at People in Need plays a key role in ensuring the efficient operation of the RDD Digital Unit in Prague. The position combines financial administration, project operations, documentation, procurement, licensing, and team coordination. The assistant manages budgets, invoices, contracts, procurement processes, software licenses, and internal documentation, while maintaining SharePoint and Confluence, supporting Digital Unit workflows, coordinating meetings, travel, onboarding, learning activities, and NetHope engagement. They also assist with proposal development, grant scouting, and Digital Unit operations. Strong organizational skills, attention to detail, communication skills, and proficiency with Office 365, SharePoint, MS Excel, and collaboration tools are essential. This role offers a broad exposure and opportunity to engage with various technological domains, including digital product management, IT project management, and digital innovation.

The Digital Unit Assistant reports to the Digital Unit Lead and works closely with the Digital Unit team, Finance team,, logistics, HR, IT department, Nethope organization and also with any vendors involved in Digital Unit projects.

Main Duties & Responsibilities:

Financial Administration

• Upload contracts to internal systems.
• Create and follow procurement tender process in internal systems for high-budget projects.
• Create and upload purchase request forms and purchase orders to internal systems.
• Report on planned purchases with procurement.
• Check and upload received invoices to PIN’s internal systems, support with invoicing.
• Monitor digital projects budget spending and profit/loss.
• Monitor DU operational budget spending, review financial systems regularly, track profit/loss.
• Own DU budgeting and timesheeting process, including documentation and team capacity building
• Support monthly timesheeting, ensuring alignment with budget expectations.
• Send monthly reports of DU work to country programs
• Support the finance team with quarterly intangible asset allocations.
• Own the DU work ordering process, including workflows, reports, documentation, capacity building of team

Documentation

• Prepare and update Digital Unit All Hands presentations.
• Organize and maintain Digital Unit SharePoint and Confluence spaces up to date.

Nethope Membership

• Follow Nethope emails, activities, news, grant and learning opportunities and share them with the organization.
• Provide support to employees signing up to the platform.
• Manage Nethope Teams channel.

Team Administration

• Assist wit joint team online and offline activities and sharings. Organize team catchup meetings.
• Enhance the format of internal meetings.
• Maintain a shared team calendar.
• Coordinate team travels.
• Assist with onboarding and offboarding team members. Making sure all data are archived.
• Ensure job roles and team structure are up to date in Office 365 and HRIS.

Office Management

• Handle post mail.
• Take care of the Digital Unit physical office.
• Support with inventory checks.
• Support with purchases for the office (monitors, PCs, hard disks, chairs, desks, …).

Team Learning and Development

• Coordinate induction and capacity development plans for the team.
• Facilitate internal brainstorming, knowledge sharing and capacity-building sessions. Identify and invite external speakers for team workshops.
• Support booking of firt aid training courses

License Management

• Administrate access to Digital Unit tools (e.g., SharePoint, Confluence, Jira, Figma, dev tools).
• Process new license orders.
• Track and review purchased licenses.
• Calculate budget for license purchases, including purchases shared with multiple teams.
• Communicate with support and sales teams of the tools in use.
• Introduce new tools to enhance work organization.

Proposal Development

• Search for new digitalization, technology & AI related grants.
• Add proposal opportunities to internal systems.
• Coordinate DU proposal development activities

Main requirements:

• Self-motivated, responsible, and personable individual with “clean desk” mindset.
• Strong organizational and multitasking abilities.
• Excellent ability to meet deadlines and adapt to changing priorities.
• Detail-oriented with a high degree of accuracy, especially when working with financial data and documentation.
• Advanced verbal communication, writing, editing, and proofreading skills.
• Advanced command of tools such as Office 365, SharePoint, MS Word, Excel; knowledge of Confluence and Jira is an advantage.
• Capability to coordinate events and manage logistics.
• Ability to work independently and collaboratively within a team.
• Full working proficiency in English and Czech language.
• Other languages (French, Arabic, Portuguese...) are an advantage

We Offer:

• Working environment in a well-established humanitarian organization in a challenging context;
• Starting Salary and benefits based on PIN’s salary scale and HR policies; expected salary range between 18 650 - 21 100 CZK gross for part-time;

Time off and Rest:  

• 25 days of holiday annually;
• 3 sick days and 3 study leave days;

Equipment and Workspace:

• Laptop (also for personal use)
• Mobile phone with a company plan;
• Flexibility with occasional home-office arrangements;
• Open and informal organizational culture, interesting and creative work in an international environment;
• On-site kindergarten located on the ground floor of our building;
• Dog-friendly office environment.

Professional Development:  

• Free access to e-learning platforms and PIN Learning Hub;
• PIN’s global Induction Training;
• Tailored capacity-building opportunities;
• Free psychological consultations and coaching options.

Additional benefits:  

• Opportunity to participate in events organized by PIN, including the One World International Film Festival, knowledge-sharing sessions, and retreats;
• Multisport card (for access to numerous sports facilities - paid by employee);

When traveling abroad:

• Reimbursement of travel expenses such as flights, visas and vaccinations; assistance with the visa application procedure;
• Travel health insurance covering medical care, incl. the repatriation;
• 24/7 Medical Support available online.

How to apply:

If you are interested in this position, send us your CV and short cover letter via our application form (https://career.peopleinneed.net/?pos=1002)
Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

People in Need 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 and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.
All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.
We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.