Job opening: Project Administrator – General, WAN-IFRA Women in News

Position: Project Administrator – General, WAN-IFRA Women in News
Engagement length: December 2022 to October 2023
Engagement type: Milestone-based contract; 50% time input fees based

WAN-IFRA Women in News (WIN) aims to increase women’s leadership and voices in the news. It
does so by equipping women journalists and editors with the skills, strategies, and support
networks to take on greater leadership positions within their media. In parallel, WIN partners with
media organisations to identify industry-led solutions to create environments that embrace
equality and navigate the transition to digital to build toward greater financial and operational
Our Vision is a media industry in which women and men are equal. Equal in the way they are
portrayed in news content and equal in their professional roles and treatment in the newsroom
within stable media organisations.

Our Values:
We champion equality and inclusivity
We strive for excellence
We collaborate to drive change and innovation
We are a supportive community
We empower people and organisations
We embrace our differences as our superpower
We challenge the status quo while respecting cultural differences

Women in News has been running leadership development programmes and in-house training
and coaching for 10 years in the Sub-Saharan Arab Region, and 5 years in the Arab region via
support from the Swedish International Cooperation Development Agency. In 2021 we launched
in Myanmar, The Philippines, Indonesia, and Vietnam as part of WAN-IFRA’s strengthening
independent programme, which is supported by the Norwegian Ministry of Foreign Affairs. Each
region is led by a regional director and their supporting extended team. A number of key
experts, reporting into the leadership committee which also includes the executive director,
manage communications, MREL and research/monitoring activities. In total we have trained more
than 1000 journalists and editors in media management, career management, digital strategy,
newsroom leadership, gender balance, and managing sexual harassment. WIN actively works
with 80 media partners within its 15 target markets and has a globally oriented implementation
team of more than 30 individuals located in more than 20 countries within and outside of
intervention countries, working in a highly collaborative yet almost entirely remote setting.

The Position
This is a key role within the WAN-IFRA Women in News team with responsibility for the
successful coordination and running of various administrative tasks. The Project Administrator will
work with multiple layers of team members such as Functional Leads, Project Managers, Project
Coordinators and will support in ensuring that various project elements meet high quality
standards and in a timely manner. This position reports directly to the Executive Director with a
dotted line reporting to Director People & Performance.

General Project Administration:
● Coordinating project activities, ensuring projects adhere to frameworks and all
documentation and processes are maintained and followed through appropriately for each
project i.e., simple tasks, larger plans as per implementation calendar on Airtable and
Annual Work Plan and flagging potential risks or issues to the Executive Director, Director,
People & Performance where necessary;


● Managing calendars and scheduling meetings on Airtable/Zoom, arranging
assignments/tasks through communication and collaboration with relevant team members
whilst communicating progress to all involved including task tracking;
● Process documentation and ensuring filing and documentation is kept up to date using WIN
Drive and Airtable and understanding the requirements of WIN from time to time whilst
leveraging on the existing project automation to create and update workflows and prepare,
organise, and store information in digital form and provide/retrieve necessary
documentation/information to internal teams and internal key stakeholders upon request;
● Interface with multiple stakeholders e.g., service suppliers, consultants, partners via email,
phone and break projects into doable tasks and set timeframes and goals and effectively
dealing with queries, enquiries that come through via;
● Meeting administration including scheduling in alignment with implementation calendar,
hosting, recording online meetings and uploading onto Airtable and preparing necessary
presentation materials for meetings;
● Recording/documenting decisions made at meetings e.g., assigned tasks and next steps,
distributing minutes of meetings to relevant team members, and following up on important
actions and decisions from meetings and subsequently, creating progress reports;
● Managing the end to end travel arrangements by liaising with key team members and travel
suppliers e.g., travel agencies for air and train travel, hotels for accommodation, taxi
operators for airport transfers etc. and conducting risk analyses when making these
arrangements; and provide solutions where possible;
● Support in organising and filing in of expenses and reconciliations for the Executive Director,
Director of People & Performance;
● Support the Executive Director, Director, People & Performance in creating and organising
various spreadsheets and extracting necessary information as required from time to time;
● Support the Director of People & Performance in the recruitment and onboarding processes
e.g., collating of CVs, reference checks, compiling and updating job descriptions, general
tracking of contract expiration dates, HR spreadsheet creation, updating the consolidated
list of trainers and roster for the training academy;
● Generally, coordinating quality controls in workflows and documentation and providing
general administrative support as needed.

Competencies, Skills, and Requirements
● Minimum undergraduate degree in project management, business management or
equivalent preferred;
● Minimum 2-3 years active Work experience as a Project Administrator, Project Coordinator,
or similar role;
● Tech savvy (Strong ICT skills), with ability to come up with new ideas and use online tools
such as Google Sheets/any Excel based platform i.e., hands-on experience with flowcharts,
technical documentation and schedules with first-hand experience and knowledge of project
management software e.g., Microsoft Project, Google Drive, Airtable etc. and high
proficiency in various software packages – Microsoft Office (Word, Excel, Outlook), Google
Docs and Sheets;
● Proven experience working with Powerpoint and similar software to build presentations and
general slide decks;
● Proven technical expertise to ensure high quality and accuracy of data and associated
processes for the data with thoroughness and attention to detail;
● Ability to multi-task and manage competing deadlines and priorities and possessing
exceptional time management skills essential;
● Team spirit with good communication and collaboration skills are essential;
● Ability to work effectively both independently and as part of a team;
● Sensitivity and understanding, flexible and open to change;
● Excellent verbal communication, writing and presentation skills in English;
● Excellent interpersonal and communication skills with a strong service orientation;
● Knowledge of file management, transcription, and other administrative procedures;
● Strong working verbal and written knowledge of Arabic is considered an advantage.

Key attributes: Exceptional time management and communication skills, Collaborative, highly
personable, communicative, supportive, and extremely organised and detail oriented.
Comfortable working in a remote, global team in a not-for-profit setting.

Interested applicants should send their CVs to by Friday, 18th November, 2022. Please include the title of the position in the subject line of your email. Please note, only
successful candidates will be contacted.

WAN-IFRA Women in News is an equal opportunity employer and does not discriminate on any
basis prohibited by race, age, gender identity or sexual orientation, creed, religion and

WAN-IFRA is the global organisation of the world’s newspapers and news publishers,
representing more than 18,000 publications, 15,000 online sites and over 3,000 companies in
more than 120 countries. WAN- IFRA is unique in its position as a global industry association with
a human rights mandate to defend and promote media freedom, and the economic
independence of news media as an essential condition of that freedom.
WAN-IFRA applies a dual approach to supporting media freedom. It addresses political and
structural constraints to media freedom through advocacy and at the same time works to
strengthen the capacity and networks of the media and their representative institutions. This dual
approach allows WAN-IFRA to address challenges to media freedom from multiple perspectives,
leveraging experiences and synergies between advocacy and development projects,
partnerships and the wider expertise of WAN-IFRA’s international community to encourage
meaningful change.

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