The position is divided into 2 successive periods and therefore into 2 functions: Digitalization Assistant until the end of August 2025 and General Coordination Assistant until July 2026:
ASSISTANT.E DIGITALISATION :
The Digitalization Support Program Assistant helps improve the DRC mission’s document management with a view to improving data quality, efficiency, and traceability. They support departments in structuring physical and digital archiving, implement shared tools, and strengthen team capacity to adopt sustainable filing practices.
Roles
Support for archiving and document digitalization
- Evaluate current archiving practices (physical and digital) and suggest areas for improvement.
- Create or improve the structure of shared folders (e.g., Teams, SharePoint, OneDrive).
- Support the sorting, scanning and classification of priority documents in conjunction with field representatives.
- Implement simple and common tools for monitoring and archiving (models, nomenclatures, monitoring tables).
- Organize a system for centralizing and saving priority documents.
Cross-departmental support
- Collaborate with program, logistics, finance, HR and MEAL departments to identify key documents to archive.
- Create practical archiving guides and organize training or awareness sessions.
- Be the focal point for the organization of archives in field offices and in coordination.
- Participate in internal coordination meetings to ensure consistent integration of archiving systems.
Monitoring & reporting
- Monitor the progress of digitalization and technical support needs.
- Produce a short monthly report on progress, challenges encountered and prospects.
- Participate in the development of internal best practices related to document management.
ASSISTANT AND GENERAL COORDINATION:
As Assistant to the General Coordinator, she/he actively contributes to the accomplishment of her/his tasks within the framework of the implementation of the operational strategy of the MdM mission in the DRC, with a particular focus on the aspects of reporting, communication and advocacy. She/he is thus led to understand the scale of the issues and the interlocutors associated with the implementation of projects in their technical and political aspects.
Roles:
As Assistant to the General Coordinator, ensure the planning and reporting of project activities :
- Consolidate the monthly and quarterly activity planning tools sent by the Coordinators and Project Managers.
- Consolidate Sitreps and other reports written by Coordinators and Project Managers
- Monitor compliance with donor deadlines for the various projects of the mission
Examples of tasks:
- Take note of all project files and support Coordinators and Project Managers in consolidating periodic schedules of variable duration (1 month, 3 months, 1 year).
- Contribute to monitoring monthly progress reports for all projects.
- Interactively integrate project activities in the strict sense and monitoring and evaluation activities into these schedules.
- Participate in periodic project monitoring meetings and discuss schedules with members of the project and coordination teams.
- Ensure follow-up of decisions and priorities defined between program services and support services (administration, finance and logistics) and respond effectively to needs relating to the implementation of activities.
- Report weekly to the General Coordinator on all of these activities.
Communication interne
Examples of tasks:
- Participate with the HR Coordination team in an internal communication plan for all mission staff.
- Organize strategic and operational planning meetings for the mission, activities related to staff capacity building, etc.
- Write internal communications for project staff as well as a monthly “Newsletter”.
External communication and advocacy
Examples of tasks:
- Contribute to the implementation of the mission’s communication and advocacy plan.
- Provide external communication materials to promote mission advocacy.
Support to the General Coordinator: Assist the CG in any task delegated by him, in particular the reading and writing of summaries of technical documents, the preparation of preparatory or conceptual notes, the writing of letters or speeches, etc.
Examples of tasks:
- Prepare an invitation, a letter or an analytical note, accompany or represent him in an external meeting…
- Participate in coordination team meetings, write up minutes…
- Carry out ad-hoc internal checks on site and/or during visits to projects.
- Participate with the coordination team in thinking about the evolution of the mission, the programming of new projects and/or the reorientation of current projects (project cycle, Annual Action Plans, Country Intervention Strategy).
- Ensure the classification, archiving of documentation, and security of data produced by the General Coordinator.
How to apply
International volunteer position under Belgian law. Therefore, it is required that the volunteer have their primary residence in Belgium.