Digital Unit Assistant

People In Need; Italia; Ibrido; EUR 8500 - 9700; Tempo pieno

Vantaggi offerti da questo lavoro

Laptop provided

Mobile phone with company plan

Home-office flexibility

PIN Learning Hub access

Multisport card

Descrizione del lavoro

People in Need seeks a Digital Unit Assistant in Prague to manage budgets, invoices, contracts and procurement, while maintaining SharePoint/Confluence. The role supports the Digital Unit with meetings, travel, onboarding, learning, and collaboration tools, contributing to digital product management and IT project work.

Strong organization and Office 365 expertise are essential. You will work with the Digital Unit Lead and various teams, including Finance, Logistics and HR, enjoying exposure to

Competenze

• Self-motivated, responsible, and personable with a clean desk mindset.

Mansioni

• Upload contracts to internal systems.
• Create and follow procurement tender process for high-budget projects.
• Create and upload purchase requests and orders.
• Report on planned purchases with procurement.
• Check and upload invoices to internal systems.
• Monitor project budgets and profit/loss.
• Own budgeting and timesheeting process; support monthly reporting.
• Coordinate team travels and onboarding/offboarding.
• Maintain Office 365, SharePoint and HRIS data accuracy.
• Organize team meetings and calendar; support learning activities.
• License management and cost budgeting for tools.

Conoscenze

Organizational skills

Multitasking

Deadline-oriented

Communication skills

Office 365

SharePoint

MS Excel

Jira

Confluence

Team coordination

English

Czech

Strumenti

Office 365

SharePoint

Confluence

Jira

MS Excel

Descrizione del lavoro

Digital Unit Assistant

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 at home and abroad.

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

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 abroad exposure andopportunity to engage with various technological domains, includingdigitalproduct management, IT project management, and digital innovation.

The Digital Unit Assistantreports to the Digital UnitLeadandworks closely withthe Digital Unit team,Financeteam,,logistics, HR, IT department,Nethopeorganizationand alsowithany vendors involved inDigital Unitprojects.

Main Duties & Responsibilities:

• 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 withprocurement.
• 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 intangibleassetallocations.
• 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.
• Providesupport toemployeessigningup 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 teamtravels.
• Assistwith 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

• 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.
• Trackandreviewpurchased licenses.
• Calculate budget for license purchases, including purchases shared with multiple teams.
• Communicate with support andsales 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.

Main requirements:

• Self-motivated, responsible, and personable individual with“cleandesk” 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.
• Advancedverbal communication, writing, editing, and proofreading skills.
• Advanced command of tools such asOffice 365, SharePoint,MS Word, Excel; knowledgeof Confluence and Jira is an advantage.
• Capability to coordinate events and managelogistics.
• Ability to work independently and collaboratively within a team.
• Full workingproficiencyin English and Czech language.
• Other languages (French, Arabic, Portuguese...) are an advantage

WeOffer:

Working environment in a well-established humanitarian organization in a challenging context;

StartingSalaryand benefits based on PIN’s salary scale and HR policies; expected salary range between 18 650 - 21 100CZK 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 kindergartenlocatedon 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 consultationsand coaching options.

Additionalbenefits:

Opportunity toparticipatein events organized by PIN, including the One World International Film Festival, knowledge-sharing sessions, and retreats;

Multisport card (for access tonumeroussports facilities - paid by employee);

When traveling abroad:

Reimbursement of travel expenses such as flights,visasand vaccinations;assistancewith the visa application procedure;

Travel health insurance covering medical care, incl. the repatriation;

24/7 Medical Support available online.

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.