Seasonal & Special Requests
Assistant

Who We Are

Human Appeal is a global non-profit humanitarian and development organisation. We deliver life-saving emergency assistance such as food, medical aid, and disaster relief. At the same time, we run sustainable, community-led programmes in healthcare, education, and livelihoods to build resilience and self-reliance. Our experienced local teams work in vulnerable, hard-to-reach areas. Guided by a vision of a just, caring, and sustainable world, our mission is to save lives, alleviate poverty, and empower communities in line with the core humanitarian principles of humanity, impartiality, neutrality, and independence.

Position Overview

We have an exciting opportunity for 2 Seasonal & Special Requests Assistants position within the Programmes department based at HQ.

The role holder will cover a broad range of tasks as per the needs of the department, supporting the Head of Global Supply Chain where deemed necessary. They will assist on projects requiring additional resources to manage increased workloads (e.g., special requests work) and provide administrative support to the Head of Global Supply Chain and the Seasonal & Special Request Team (SSR Team) in General. The core area of work will vary over time depending on departmental needs.

Main Responsibilities

Key Result Indicator

 Successfully:

• Support, coordinate, and monitor all of HA’s seasonal & special request campaigns ensuring actions and coordination happens in a timely manner.
• Implement, coordinate, and monitor all special project requests (e.g., building of wells) from individuals and community groups.
• Chase up report completions to ensure any potential delays and issues is captured in a timely manner
• Investigate issues and update the issue log register accordingly
• Coordinate with Donors and Field Offices to ensure high quality and timely feedback reports for donors related to all seasonal campaigns and special requests.
• Accurately monitor funds received/payments and maintain all records for seasonal campaigns and special requests
• Provide effective administrative support to the Head of Global Supply Chain and the Seasonal & Special Request Team, including minute taking.

Responsibilities

1. Special Requests

• Support the special requests online system for HA Global Operations from project initiation to final reporting to donors, ensuring continuous monitoring for project effectiveness and adherence to objectives and budget.
• Handle complaints and enquiries related to special requests by working closely with relevant Field Offices and departments such as Donor Care and Fundraising.
• Maintain the special requests system to ensure each donor’s account is updated with key dates, including the date of instruction and report submission, and attach completion reports.
• Act as a central point of contact for all special request project complaints
• Provide special requests project insights and field-based information updates to relevant HQ departments and donors.
• Produce high-quality Project Completion Reports for all special requests.
• Accurately update SharePoint and donor reports for all special requests.
• In this specific part of the role, the post holder may report additionally directly to the (Senior) Coordinator Seasonal, Special Requests.

2. Admin Support

• Support the Head of Global Supply Chain in delivering overall strategic objectives.
• Work closely with the Senior Leadership Team through regular correspondence, arrange meetings, and prepare briefing materials.
• Provide administrative support in the delivery of assignments and initiatives for the SSR Team as required.
• Ensure all correspondence and relevant materials are produced in a timely and accurate manner.
• Coordinate departmental reports and documentation for the Board of Trustees meetings and other meetings with outside partners.
• Conduct research/analysis as directed by the Senior Leadership Team member.
• Produce reports as required.
• Follow up on action points from meetings on behalf of the Head of Global Supply Chain.
• Provide administrative support to the Head of Global Supply Chain in the follow-up and completion of departmental work plans.
• Assist the SSR Team in implementing organizational projects and Programmes
• Provide administrative services to field offices as required.

3. Additional Responsibilities

• Assist in the preparation and distribution of internal communications, such as newsletters and updates.
• Maintain and update the department’s filing and database systems, ensuring all records are accurate and up-to-date.
• Assist with the onboarding process for new partners, including preparing training materials.
• Provide technical support for virtual meetings and webinars, ensuring all necessary equipment and software are functioning correctly.
• Assist in the development and implementation of departmental policies and procedures.
• Provide support in budget tracking and financial reporting, ensuring all expenses are documented and within budget.

4. NB:

• Employee duties are not limited to the above-mentioned accountabilities; they may perform other duties as assigned

Candidate essential criteria

1. Education:

• Degree-educated in a relevant field, such as Social Sciences, Business or International Development

2. Experience:

• Work experience of at least 1-2 years in similar roles or roles requiring a significant level of organizational skills

3. Computer Skills:

• Computer literate, proficient in MS Office suite
• Strong command of MS Excel

4. Language Skills:

• Fluent English is essential 

5. Candidate desirable criteria

• Master’s degree in a related field, e.g. International Development
• Additional languages e.g. Arabic, Urdu, French are desirable

Disclaimer:

Human Appeal is committed to diversity, social inclusion, and gender equality/balance, and strongly encourages applications from underrepresented groups. The organisation maintains a zero-tolerance policy toward Sexual Exploitation and Abuse and Sexual Harassment (SEA/SH), with all staff required to comply with Preventing Sexual Exploitation and Abuse and Sexual Harassment (PSEA/SH) standards and safe recruitment procedures.