Administrative Assistant – EU Delegation to Moldova

The Delegation of the European Union to Moldova is looking for an Administrative Assistant

Functions and duties:

BUDGET and FINANCE – Financial and accounting assistance

–          Initiating officer for administrative expenditures giving visa of Operational and Financial initiation.

–          Preparation of monthly VAT reports.

–          Assists in monitoring and reporting on budgetary consumption.

–          Assists in follow-up, adjustment and verification of the execution of the authorised budget.

–          Ensure compliance with the Financial Regulations and other legal and regulatory requirements.

–          Uses ABAC Workflow, ABAC Assets, Ares.

OPERATIONAL and ADMINISTRATIVE SUPPORT and RESOURCES – Administrative assistance

–          Assists in the administration of the physical assets (of the Delegation offices, residence & accommodations) and assists in keeping the Delegation’s inventory up to date.

–          Assists in the coordination the maintenance team and the cleaning Team.

–          Liaison with MFA (Protocol division). Contact with host country ministries and organisations as well as Embassies.

–          Drafting of Notes Verbales, internal notes, meeting minutes, reports, etc. Registration of incoming and outgoing documents in Ares & proper filing/archiving of documents.

–          Keeps stock of office stationary and consumables for office equipment including monthly reporting.

HUMAN RESOURCE MANAGEMENT – Assistance in staff management

–          Administer and follow-up of leave planners, work planners, files archives, etc.

–          Assists in creating and updating personal files for Delegation staff.

–          Assists in the coordination of the drivers and deals with the monthly reports concerning over-time, petrol consumption, car logbooks, etc.

–          Assists in procedures for arriving/departing diplomats and other colleagues, car registration, housing, customs, removal, etc.

–          Back-up function: ensures business continuity during absence colleagues in administration section.

This post is a local agent post. Applicants must be residents of the Republic of Moldova.

Type of contract

Long-term contract subject to successful probationary period.

Deadline for application: Sunday, 18 May 2014 by 18:00 local time.

Read more and apply here.