Digital Unit Assistant

Contract Length: 1 year
Location: HQ (Prague), with the possibility 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 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 vendors involved in Digital Unit projects.

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 with 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, ensuring 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 first 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.

Requirements

• Self-motivated, responsible, and personable individual with a “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.

Benefits

• Working environment in a well-established humanitarian organization in a challenging context.
• 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.
• 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, including repatriation; 24/7 Medical Support available online.

Pay

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.