Program Systems Assistant

Time Commitment: 4-5 days/p/wk, 20-25hrs & 6months minimum - Minimum 2 days in person (ideally Wednesday & Thursday)

Reports to: Tech Coordinator

Start Date: July 2026

Summary:

The Lisbon Project aims to empower and integrate migrants and refugees through community-building efforts. The Program Systems Coordinator plays a vital operational role, sitting at the intersection of community engagement and LP program support. This volunteer will take ownership of two core processes: maintaining our internal database and improving our systematic communication with community members through our external platform and Chatbots. 

No formal development or technical background is required — a logical, data-aware mindset is what matters. You’ll work closely with the Tech Coordinator and Program Managers to understand how data is used before changing it.

Essential Duties and Responsibilities

Data & Systems 

• Take ownership of the health of our database, auditing existing records to identify duplicate or outdated entries for removal.

• Improve the day-to-day usability of our community registration platform, including interface updates and workflow automations.

• Create and maintain Chatbots to automate and improve communication between LP and our community members.

• Investigate and troubleshoot issues as they arise, escalating when necessary.

• Write how-to-guides for future users to maintain the systems. 

Leadership & Reporting

• Work with Program teams to maintain and update quarterly and annual dashboards for reporting.

• Attend and contribute to Managers meetings as needed. 

• Increase overall awareness of LP activities and internal processes.

• Manage expectations with sensitivity, particularly when communicating the boundaries or limitations of LP’s systems and support.

Requirements

• Skills & Familiarity

  • Comfortable working with data and confident in making changes.

  • An eye for process: spotting what's inefficient and proposing fixes.

  • Ability to investigate problems independently and know when to ask for help.

  • Organised and methodical — especially when working with shared systems others rely on.

  General

  • Fluent English and excellent communication skills (other languages desirable)

  • Excited to engage with different teams and get to how individual programs run.

  • Ability to interact or convey information effectively across cultural differences and diverse backgrounds (experience with migrants/refugees ideal).

  • Be able to work effectively, both independently and as part of a team with enthusiasm, initiative and creativity.

  • Punctual and efficient.

  • Knowledge of Portugal and an understanding of the bureaucracy is ideal.

    
    

Benefits

• Hands-on technical growth — leave with real, documented systems work you can speak to in future opportunities

• NGO operations from the inside — understand how a mission-driven organisation actually runs, from data to programs to people

• A global community — meet and work alongside people from dozens of countries and hear their stories

• Development support — check-ins focused on your goals, not just the role's

APPLY

We can’t do it without you!

Thank you for being a part of our team