Regional Administrative Officer for Europe and Caucasus Region

Regional Administrative Officer for Europe and Caucasus Region

Position Summary

The RAO is responsible for providing high quality, flexible and effective programme administrative support to missions. He/she closely cooperates with the regional desks (Desk Officers, Junior Desk Officers) and with all country programmes and HQ support departments, especially Finance, HR, IT and logistics department.

 

Duties & Responsibilities:

ADMIN AND PROGRAMME SUPPORT for Ukraine, Moldova, Armenia, Georgia, Serbia, Bosnia, Kosovo and Macedonia

  • 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)
  • Ensures project documentation is archived fully, correctly and on time, communicates with staff on missions to address gaps
  • Provides support during the preparation of a concept note or project proposal process;
  • Reports to Fundraising Department
  • Helps maintain the databases and calendar of key events related to ongoing projects and proposals
  • Organizes study visits/trainings/other events in the Czech Republic: agenda, transportation, contracts, venue, catering, invitations, accompanying, feedback, leassons-learned
  • Unify and maintain the folders for archiving hardcopies at HQ (with documents without unique numbers, e.g. boarding passes, timesheets, reports to the donors

Support to expatriate staff and Human Resources

  • Onboarding – supports DO in introduction to PIN, CP, procedures, tools, systems
  • Delivers practical trainings on: SharePoint, ELO, intranet, HQ structure
  • Updates organigrams
  • Checks fulfilment of e-learning requirements
  • Shares relevant webinars and resources with CP staff.
  • Collaborates with DO on website updates and beneficiary counts
  • Provides inputs to annual reports
  • Coordinates translation and fact checking of press releases,
  • Supports logistics of journalist visits

Suitable candidates for this position should possess:

  • At least 1-years’ 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, including exceptional report writing and editing skills.
  • Basic knowledge of Excel

PIN offers:

  • Working environment in a well-established and growing humanitarian organization
  • Capacity development
  • 25 days of paid leave annually
  • Sick days, home office upon agreement with manager
  • Offices in the city center

How to Apply:

Are you interested in this position? Send us your CV (no longer than 4 pages) and short cover letter via this application form. Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis.

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.clovekvtisni.cz/en/key-policies-4142gp).