Position: Digital Unit Assistant

Duty location: Prague office with the possibility of home office

Starting date: ASAP

Contract length: one year with the possibility of extension

Line Manager: Head of Digital Unit

About People in Need:

People in Need is one of the largest non-profit organizations in Central and Eastern Europe active in humanitarian and development aid, human rights and social inclusion. In 2022, more than 2000 employees worked in our Humanitarian and Development Aid Section in 25 countries (Asia, Africa, Middle East and Eastern Europe).

General Post Description:

We are looking for a proactive and detail-oriented Digital Unit Assistant to join our RDD Digital Unit team in Prague. This role is pivotal in ensuring seamless operations across a diverse array of administrative and support tasks. As a Digital Unit Assistant, you will be responsible for both individual thematic tasks and long-term strategic agendas, handling everything from financial administration to team coordination, documentation, and team development activities. This is a position with a diverse scope of work, providing insight into various technological domains, including product management, IT project management, and digital innovation.

Responsibilities:

Financial Administration:

• Create and upload contracts, invoices, purchase orders, and requests to PIN’s internal systems.
• Monitor digital unit budget spending and profit/loss.
• Track contract deadlines and conditions.
• Assist in reallocating budget lines between teams.
• Report on planned purchases with procurement.

Documentation:

• Organize and maintain Digital Unit SharePoint and Confluence.
• Prepare and update Digital Unit presentations.
• Create documentation for digital unit processes on Confluence.

Team Administration:

• Draft Terms of Reference and job descriptions.
• Ensure job roles and team structure are current in Office 365 and HRIS.
• Coordinate team travels and organize teambuilding activities.
• Assist with onboarding and offboarding team members.

License Management:

• Manage access to Digital Unit tools (e.g., SharePoint, Confluence, Jira).
• Introduce tools to enhance work organization.
• Communicate with support and sales teams of the tools in use.

Team Learning & Development:

• Facilitate internal brainstorming and capacity-building workshops.
• Identify and invite external speakers for team activities.
• Develop induction and capacity development plans for the team.

Meeting Administration:

• Set up meetings and organize events.
• Send meeting notes and maintain a shared calendar.
• Enhance the format of internal meetings.

Work Management:

• Assist with organizing Digital Unit tasks and managing emails.

Office Management:

• Handle post mail.
• Ensure the Digital Unit office is comfortable for the team.

Skills & 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.
• Advanced verbal communication, writing, editing, and proofreading skills.
• Advanced command of tools such as Office 365, SharePoint, MS Word, Excel; knowledge of Confluence, Jira and Power BI 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

PIN Offers:

• Salary range 34,000 – 38,000 CZK for full-time position, based on experience
• 25 days of paid leave annually; 3 sick days
• Laptop for work (also for personal use)
• PIN covers costs related to travelling abroad such as flights, accommodation, medical check-ups, vaccinations, travel insurance etc.
• Reimbursement of costs of visas and vaccinations; assistance with visa application procedure;
• Free medical helpdesk and psychological consultation available online; travel health insurance;
• Relatively flexible working hours
• Access to internal e-learning and webinars
• Language courses
• International online induction for all the new staff (HQ + country programmes of RDD)
• Diverse work with an international dimension that makes sense and has visible results
• Work with inspiring people, in a pleasant environment of the largest Czech non-profit organization in the center of Prague
• An open and informal organizational culture without a dress code, where we all relate
• Opportunity to participate in interesting events that we organize
• Extensive Capacity Building program – internal and external – Induction training, internal e-learnings, Knowledge and Learning Department onboarding, eventual HEAT Training, Humentum trainings (www.humentum.org ), PuntoSud trainings (https://academy.puntosud.org/courses)
• Personal and professional development