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