Administrative Officer

JOB TITLE: Administrative Officer

Project: Critical Infrastructure, Digitization, and Resilience (CIDR)

REPORTS TO: Country Director

LOCATION: Chisinau Moldova

LEVEL OF EFFORT: Full-Time Employee (40 hours/week)

PERIOD OF PERFORMANCE: March 2023 – December 2024

PURPOSE

The Administrative Officer is responsible to support day-to-day administrative operations of the project, including facilities, logistics, record management and logistical arrangements for project travel. S/he greets visitors and make sure they are directed to the appropriate person. In addition, the Administrative Officer will perform some financial management duties, including, budget management, financial reporting, cost control, expense reports review and accounting.

RESPONSIBILITIES

• Supports daily administrative operations of the project, including facilities, logistics, record and file management
• Maintains electronic records and files of all required backup documentation in the relevant DAI’s system platforms, including any required hard copy files
• Assist with review of expense reports from project staff to ensure compliance with DAI finance and accounting procedures and project policies
• Support Senior Finance and Operations Manager to oversee core project finances, including project accounting, budget management, financial reporting, and cost control
• Support the Senior Finance and Operations Manager in the development of buy-in budgets, working closely with the technical team
• Administers office stock of stationery and office supplies, and oversees management of supplies
• Make travel/logistics arrangements and coordinate project travel schedule
• Schedule and prepare materials for meetings, conferences, workshops, training sessions and other events
• Maintain relationships with vendors or suppliers who provide administrative and/or operational project support including, but not limited to, insurance companies, hotels, car rentals, internet, and telecommunications
• Assist in coordinating transmission and receipt of items that may require customs clearance and other regulatory offices
• Enforces use of DAI’s operations & procurement system (TAMIS)
• Greeting visitors and ensuring they are made to feel welcome and directed to the appropriate person
• Oversees the management of project vehicles and fuel
• Inspects goods or verify services, confirm delivery and receipt of goods, and monitor the use and disposition of goods
• Oversees logistical arrangements for events, renting of premises, arrangement of accommodation, transportation, coordination with participants
• Assists the CIDR staff as required
• Other tasks as assigned

REPORTING

• The position will be based in the project’s office in Chisinau, Moldova and will report to the Country Director.

TRAVEL REQUIREMENTS:

• Travel may be required.

QUALIFICATIONS

• Bachelor’s degree in relevant field required with 3 years of work experience in logistics, procurement, office administration, finance and other relevant areas
• Experience working on USAID projects
• Previous experience with project financial management
• Excellent written and verbal communication skills
• Experience with Microsoft Office, particularly Excel
• Ability to respond effectively to time sensitive demands & inquiries
• Excellent organizational skills with a willingness to take initiative and be proactive
• An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image
• Fluency in Romanian and English is required. Russian will be an asset