Administrative Assistant in Balti

Organization - People in Need
Job Title - Administrative Assistant
Duty station - Balti, Moldova
Salary range - 12920,00 – 18620,00 MDL brut based on experience and profile
Application Deadline – July 5, 2024, by COB

Work Experience:

• Minimum College diploma, recommended University Degree
• 1 year minimum of working experience
• Previous experience from working in humanitarian sector will be value added
• Experience with Microsoft Office (particularly Word, Excel and Outlook)

Languages – English/Romanian/Russian
Type of contract - Employment contract; Full-time work
Expected Duration of Assignment - 01/07/2024 - 31/12/2024

Background:

People in Need (PIN) is a Czech non-governmental organization that provides relief aid and development assistance while working to defend human rights and democratic freedom. It is one of the largest relief and development organizations in post-communist Europe and has administered projects in 37 countries over the past 30 years. For more information about PIN: www.peopleinneed.net.
From 2009 onwards, PIN has added development programmes to its work in Moldova, building a vision and practices that keep people and communities at the centre of our work. Throughout its presence in the country, PIN has been contributing to the development of the following sectors: Sustainable Livelihood and Environment, Social Inclusion and Protection, Good Governance.

Position Overview: 
Under overall supervision of the Head of Systems and Operations, the Administrative Assistant provides daily support to People in Need´s (PIN) Moldova country program operating in Balti office. The Administrative Assistant fulfils the role of HR, logistic and administrative support to operation department to ensure smooth daily operations.

Duties & Responsibilities:

Office Front-Desk operation:

• to act as a front-desk focal point (welcoming visitors, keeping a visitor logbook, contacts the visited person upon the visitors' arrivals);
• to support (and if needed to chain-up) the PIN´s communication with police, fire department, other public services, courier, postal and other administrative service;
• to keep records (electronically) of incoming/outcoming correspondence and distributes incoming correspondence between individual departments.

HR:

• to collect attendance sheets and ensure correct record of data and filing for PIN Moldova local staff of North region
• to support HR and Logistic team with recruitment and/or hiring of local staff and service providers related to PIN Moldova North region activities
• to provide support to new comers
• to update regularly PIN Balti office contact list

Logistic support:

• to support PIN Balti office staff with submission of requests for travel arrangements in the Vehicle Movement Planner; registration of all the trips in the electronic logbook application after the use PIN Moldova vehicles; refuelling or recharging of the PIN Moldova vehicles after any trip; regular checks of the PIN Moldova vehicles.
• to support logistic team in coordination and monitoring of cleaning and maintenance services related to PIN´s Balti office; to monitor the full operation of office equipment, coordinates its servicing and maintenance;
• to support logistic team in monitoring, collecting inputs necessary for purchase of materials, consumables, and services needed for smooth operation of PIN´s office in Balti and support their purchases and deliveries;
• to support logistic team in keeping the inventory records of PIN´s Balti office assets;
• to place Purchase Requisitions and Purchase Orders in ELO for Operations department needs;
• to support logistic team in collecting, checking and submission for payment of invoices related to rent, taxi, transportation and telecommunication services, utilities and fuel.

Requirements:

• Education: minimum College diploma, recommended University Degree
• Work Experience: 1 year minimum of working experience
• Previous experience from working in humanitarian sector will be value added
• Experience with Microsoft Office (particularly Word, Excel and Outlook)
• English: Basic proficiency
• Fluent in local languages in Moldova

Interested applicants must submit the following:

• Cover letter (in English);
• Full CV (in English);
• Contacts of three references (one should include the supervisor in the most recent work assignment).

The above shall be sent to the following address: https://apply.workable.com/people-in-need-2/j/06651EBD43/apply/

Deadline for applications: July 05, 2024, by COB.

The applicants will be invited for interviews on a rolling basis. The application process might be stopped earlier if a suitable candidate is identified before the application deadline.

Only shortlisted candidates will be contacted for the interview. No phone calls or inquiries are allowed.

People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.
All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.
We are committed to ensuring diversity (people from different social and ethnic backgrounds and of different genders, sexual orientations etc.) within our organization and encourage interested candidates to apply.

By sending their CV and other documents to the aforementioned link the candidate implicitly consents to their personal data appearing in the CV and such other documents being held and processed by PIN exclusively with the view to analyzing the candidate’s suitability for the position and keeping such data in our files for a reasonable period of time in accordance with the PIN's Data Protection Policy. The candidate can revoke such consent anytime by sending an according notice. Kindly refrain from including any special personal data, whose processing, as per applicable law, requires the express written consent of the subject of such data.