Regional Administrative Officer for Asia
Location: Prague, HQ
Starting date: May 2023
Duration: 12 months with the possibility of extension to open the contract
People in Need (PIN) is one of the largest non-profit organizations in Central and Eastern Europe active in humanitarian and development aid, human rights and social inclusion. In 2022, more than 1900 employees worked in our Humanitarian and Development Aid Section in 23 countries (Asia, Africa, Middle East and Eastern Europe). Our growing team in Prague is looking for a new colleague to become a Regional Administrative Officer for Asia (RAO).
The RAO is responsible for providing high quality, flexible and effective programme administrative support to missions. He/she closely cooperates with the regional desks (Country Programme Coordinators) and with all country programmes and HQ support departments, especially Finance, HR, IT and logistics department.
Duties & Responsibilities:
ADMIN AND PROGRAMME SUPPORT for Nepal, Mongolia, Philippines, Cambodia, Sri Lanka and Myanmar:
- Meeting arrangements (venue, catering, technical support)
- Supports internal coordination- scheduling and writing minutes of regional meetings, coordinating inputs to weekly standards, etc
- Contracts (approval, signature, payment/follow up), Powers of Attorney
- Ensures project documentation is archived fully, correctly and on time, communicates with staff on missions to address gaps
- Helps maintain databases and calendar of key events related to ongoing projects and proposals
- Organizes study visits/training/other events in the Czech Republic and in cooperation with her/his counterparts in a selected Asia Country Programme (CP) including agenda, transportation, contracts, venue, catering, invitations, accompanying, feedback, lessons-learned
- Unifies and maintains folders for archiving hard copies at HQ (with documents without unique numbers, e.g. boarding passes, timesheets, reports to the donors), coordinates with CPs on organising Sharepoint archives
- Supports in preparation and revision of HR-related Guidelines
- Supports administration related to transportation of material and documents to CP and visa process
- Supports with audits related to HQ (event or documents)
Support to expatriate staff and human resources:
- Onboarding – provides support to new colleagues with introduction to PIN, CP, procedures, tools, systems
- Delivers practical training on SharePoint, ELO archive system, intranet, HQ structure
- Updates organigrams
- Checks fulfilment of e-learning requirements
- Shares relevant webinars and resources with CP staff.
- Provides inputs to annual reports
- Coordinates translation
- At least one year’s experience in administration
- Working within a humanitarian and/or development organization would be an advantage;
- Organizational and problem-solving skills;
- Excellent communication skills, including fluent spoken and written English.
- Basic knowledge of Excel
- Starting salary is based on the previous work experience and according to PIN Salary scale 34 200 - 37 000 CZK
- Background and professionalism of the largest Czech non-governmental organization
- Interesting and creative work in an international environment
- PIN supports professional and personal development
- 25 days of annual leave
- 3 days of sick leave
- Home office upon agreement
- Multisport card
- Getting to know the organisation and colleagues from around the world - 2 weeks of Induction (now online)
- Child daycare centre for employees’ children
- Open and informal organizational culture
- Psychological support and couching
- Possibility to participate in interesting events we organize (e.g. One World international film festival)
- Friendly colleagues with similar values
How to apply:
Are you interested in this position? Great. Send us your CV and short cover letter via our application form.
Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.
People in Need staff are expected 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).