- Kurum/Firma: GPN Uluslararası Danışmanlık Hizmetleri T.A.Ş.
- Pozisyon: Assistant Expert
- İşveren Web Sitesi: https://www.gpn.com.tr/
The Project Assistant will be responsible in supporting the effective and timely implementation of assigned service projects. Under the supervision of the Project Team Leader and in close cooperation with project experts and
stakeholders, the Project Assistant will provide comprehensive administrative, operational, and logistical support. The position is responsible for assisting in the organisation of meetings, workshops, trainings, and study visits; ensuring
proper documentation and filing of project records; supporting the preparation of progress reports and deliverables; and maintaining smooth communication between the project team, beneficiaries, and relevant institutions. The Project Assistant will also contribute to financial and contractual compliance by supporting procurement, travel arrangements, and expense documentation in line with EU/International donor organisations’ rules and procedures. By ensuring efficiency in daily project operations and consistency in information flow, the Project Assistant will contribute to the achievement of the overall objectives of the Technical Assistance Service.
Main Duties and Responsibilities:
• Administrative and Documentation Support for the Assigned Projects:
o Providing administrative and logistical support for the day-to-day implementation of project activities,
o Maintaining regular communication with all stakeholders including beneficiaries, contracting authorities, EU agencies, project partners, thirdparty service providers and experts,
o Ensuring information flow with stakeholders,
o Preparing and archiving project documents (application forms, budget tables, reports etc.),
o Checking documents received from stakeholders and, ensuring missing ones are completed,
o Following up on official documents such as contracts, memoranda of understanding, accession forms, and declarations,
o Supporting the preparation of project correspondence (emails, official letters).
o Ensure systematic archiving of all project-related documents in both electronic (soft copy) and physical (hard copy) formats. This includes setting up and updating a structured filing system, safeguarding data integrity, ensuring easy accessibility for authorised staff, and complying with donor, institutional, and legal requirements for record-keeping.
o Writing meeting minutes, and sharing meeting notes Tracking project activities against the timeline, including Gantt charts, work packages, and milestones,
o Organising travel, accommodation, transportation, and catering for project meetings and relevant activities,
o Preparing participant lists, invitations, agendas, and meeting materials,
o Supporting the preparation of project reports, deliverables, and presentations,
o Responding to partner inquiries or forwarding them to the Project Manager,
o Supporting visibility and communication activities in accordance with EU guidelines,
o Supporting social media and website content preparation in line with project visibility rules
• Financial and Budget Assistance of the Assigned Projects:
o Collecting, organising, and filing financial documents, including invoices, receipts, and payment slips,
o Managing and maintaining accurate records of timesheets and other essential documentation related to Key and Non-Key Experts,
o Preparing petty cash tables
o Supporting to verify that project expenses align with approved budget lines and funding rules,
o Assisting to the preparation of financial and budget reports for internal use and donor submission,
o Monitoring exchange rates and track payment schedules to ensure timely transactions,
o Tracking activities against the project timeline (Gantt Chart, Work Packages, Milestones).
o Collecting and organising supporting documentation for activities, such as participant forms, attendance lists, and photos,
o Assisting to data collection for drafting of interim and final project reports,
o Preparing evaluation surveys, collecting feedback, and supporting data analysis for reporting purposes.
• Supporting Duties for Activity Implementation of the Assigned Projects:
o Providing critical support to the Project Manager in the supervision of the Technical Assistance Team (TAT), ensuring effective oversight and guidance,
o Assisting the Project Manager and the Team Leader for coordinating and supporting the backstopping team and other support staff, to contribute to smooth and efficient project operations,
o Supporting the recruitment process of potential senior and junior short-time Non-Key Experts (NKEs),
o Drafting related job description and expert job criteria with the close collaboration with the team leader and/or relevant manager/experts of the project, Ensuring that the necessary preparations are made before making an expert approval request to the beneficiary and contracting authority,
o Supporting the mobilisation and coordination of NKEs for project activities, including assisting in monitoring task progress and ensuring timely completion of assigned responsibilities,
o Assisting Key and/or Non-key Experts in the execution of project activities, offering the necessary support,
o Supporting of management and implement in all aspects of activities/events including coordinating timelines with all stakeholders and mastering the technical and operational implementation and reporting of the activities/events, ensuring full compliance with funder regulations, visibility guidelines and organisational policies
• Supporting Duties and Responsibilities for Business Development:
• Contribution of monitoring and applying to open and upcoming tenders, ensuring timely preparation in line with procurement requirements. This includes conducting market research, identification and communication with
potential partners as well as short-term experts, preparing necessary administrative, technical, and financial proposals in compliance with PRAG/KİK regulations, coordinating internal resources, and managing client communication throughout the bidding process,
• Contribution of establishment and sustaining strong relationships with stakeholders; project partners, beneficiaries and contractors which are public institutions, NGOs, CSOs, and private sector entities and, represent the company in front of them. This involves effective ad smooth communication, coordination, and collaboration by addressing inquiries and operational challenges, providing regular updates, and ensuring timely delivery alignment with project objectives and expectations,
• Involving of planning and implementation of awarded project activities/events through following administrative and financial workflows for EU-funded projects, ensuring full compliance with funder regulations and organisational policies under the titles of event content and concept, budget management, technical requirements, financial reporting, documentation control, and adherence to procurement guidelines. This includes drafting detailed specifications, cost estimations, and necessary documentation to support the procurement and implementation
processes.
General Qualifications
At least bachelor’s degree in a relevant field such as International Relations, Political Sciences, Social Sciences, Public Administration, EU Studies, Event Management, Tourism and Hotel Management or a related discipline,
• At least 3+ year of work experience in project management and implementation including event management and recruitment process of Contract No. ET/EC/TRFTEXP002 Document version: 250628 Str. Academiei 35-37, Sc. A, Et. 3, Apt. 16, Sectorul 1, 010013, Bucharest, Romania www.eurotat.ro 4/4 senior and junior short-time experts, preferably EU and/or international donor funded technical assistance projects.
• Advanced proficiency in English (C1 level) with excellent written and oral communication skills,
• Proficiency in Microsoft Office programmes and virtual meeting tools (e.g., Zoom, Teams),
• Deep knowledge of EU and/or international donor funded project procurement, implementation and visibility guidelines including implementations of these in event venue, materials, reports etc.,
• Deep knowledge with administrative and financial requirements specific to EU and/or international donor funded service tenders and grants including documentation and reporting standards, budget management, auditing, monitoring and evaluation procedures,
• Strong organisational and multitasking abilities with keen attention to detail,
• Strong analytical and reporting skills, particularly in monitoring the progress of projects and delivering detailed evaluations aligned with EU standards,
• Ability to manage time effectively, prioritise tasks, and work under pressure in fast-paced environments,
• Excellent interpersonal and communication skills, with a collaborative mindset,
• Demonstrated ability to work as part of a diverse and multicultural team,
• Flexibility to travel occasionally for project-related activities.
For Application and Detailed Information: hr@gpn.com.tr