Administrative Officer
3 octombrie 2024
VACANCY NOTICE
Administrative Officer
OFFICE: NATO Liaison Office (NLO) in the Republic of Moldova
TITLE: Administrative Officer
WORKING HOURS: Full time, 38 hours per week
CONTRACT TYPE: 12 months maternity leave cover
SALARY (GROSS) 1,199.53 EUR
LOCATION: Chisinau, Republic of Moldova
APPLICATION DEADLINE: 08.10.2024
1. SUMMARY
The NATO Liaison Office (NLO) is a diplomatic mission that promotes political dialogue and practical cooperation between NATO and the Republic of Moldova; facilitates NATO’s advice and assistance in support of ongoing reforms and joint projects, as requested by the authorities of the Republic of Moldova.
The Administrative Officer provides support for a broad range of organizational and administrative activities; provides contributions to NLO reports and supports the delivery of NATO public diplomacy events and projects.
2. QUALIFICATIONS AND EXPERIENCE
a. ESSENTIAL
The incumbent must:
- Possess a first level university degree in public or business administration, international relations, political science, or relevant field;
- have a minimum of three years of work experience in administration and event organisation;
- languages: English, level 6 (Proficient); Local language(s) – Romanian and Russian, level 6 (Proficient);
- have excellent computer skills (MS office applications);
- have excellent communication skills;
- have no criminal record and pass security clearance.
b. DESIRABLE
The following would be considered an advantage:
- Previous work experience in a similar role or in an international organization, embassy, or a military environment;
- Experience in supporting event organization; Experience in project management;
- Good working knowledge of the national and international protocol or relevant training;
- Flexibility to work outside of normal working hours when necessary.
3. MAIN ACCOUNTABILITIES
- Organize and manage calendars and provide routine administrative services including to answer phone calls, welcome visitors, prepare office rooms and conference rooms for meetings; take notes during meetings if needed; perform routine office tasks (printing, copying, faxing, etc.); liaise with national government offices on office-related administrative issues;
- Assist with the payment procedures for the office and projects; Ensure the correct processing of correspondence and records; receive, distribute, track, and file incoming, outgoing, and internal correspondence; enter and retrieve information from files and databases; maintain databases, such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans;
- Draft standard correspondence; format letters, reports, technical documents, manuscripts, newsletters and other material; prepare graphs, charts and other visual aids for use in meetings, workshops and presentations; search office files and records and select information for use in preparing correspondence, reports, project or programme plans;
- Make arrangements and organize internal/external meetings, receptions and other events; prepare invitations, and provide other support; prepare minutes and/or notes of meetings;
- Make travel and hotel arrangements, prepare travel authorizations/claims; maintain the schedules and time sheets of other staff;
- Maintain a professional, courteous and responsible client-oriented manner and maintain the absolute confidentiality and security of NATO information;
- Organize meetings for the Head NLO, manage his/her agenda, report to the Head NLO;
- Support the visits of NATO delegations to the Republic of Moldova; draft agendas and arrange meetings / activities;
- Support /accompany visits to NATO HQ for Moldovan key opinion formers, journalists, academia etc.
- Support planning and implementation of activities in the area of public diplomacy; coordinate implementation of PD activities/projects conducted by national NGOs; attend meetings and events organized by national NGOs on relevant subject; provide consultation on filling in the co-sponsorship PDD grant;
- Supervise the work of the driver;
- Perform other related duties.
4. INTERRELATIONSHIPS
The Administrative Officer reports to the Head of the NATO Liaison Office in Moldova.
5. COMPETENCIES
The incumbent must demonstrate:
- Achievement: Creates own measures of excellence and improves performance.
- Clarity and Accuracy: Monitors and checks work or information.
- Customer Service Orientation: Makes things better for the customer, addressing underlying customer needs.
- Flexibility: Adapts and works effectively within a variety of situations.
- Initiative: Is decisive in a time-sensitive situation.
- Organizational Commitment: Supports the organization.
- Self-Control: Responds calmly.
- Teamwork: Cooperates.
Applicants should possess the citizenship of the Republic of Moldova and/or are permanent residents (with a valid work permit).
6. CONTRACT AND REMUNERATION PACKAGE
For the selected candidate, NLO offers an attractive package with competitive social benefits (health and accident insurance), a generous leave package, and the opportunity to work in an inspiring international environment. The successful candidate will be offered a 12 months full-time contract, for maternity leave cover.
7. HOW TO APPLY
Interested qualified candidates are invited to apply by e-mail to: admin.hr@nlo-moldova.hq.nato.int; with the email’s subject line reading: “Application - Administrative Officer”.
Candidates are required to enclose the following materials, in English:
- a CV/Resume;
- a short motivation letter in English (maximum one page), explaining the candidate’s motivation for this particular post and how s/he meets the required qualifications and experience;
- a list of three professional references, including the name, position and contact details for each referee.
The deadline for application is: 08.10.2024.
Only shortlisted candidates will be contacted and invited for an interview.
The successful candidate will be offered a contract following a medical and background/security check
E-mail: admin.hr@nlo-moldova.hq.nato.int
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