Starting date: ASAP
Duration: 12 months with possibility of extension (including 3 months probation period)
Country Programme: Bosnia and Herzegovina
Base: Sarajevo
Line Manager: Finance and Administration Coordinator
About the Western Balkans Programme of People in Need:
People in Need started working in former Yugoslavia in the early 1990s to deliver humanitarian aid and has remained in the region since to support the region’s social and economic reconstruction and development. Since the late 2000s, PIN has been working with local organizations to promote social inclusion and good governance at the local level. More information is available on PIN’s website, www.peopleinneed.cz.
About the role:
Under overall supervision of the Finance and Administration Coordinator, the Program and Administration Assistant will support both program and operation staff by performing a variety of administrative and clerical tasks on daily basis, in order to ensure efficient operation of PIN office in Sarajevo.
Duties and Responsibilities:Administrative support:- Prepare administrative documentation including Timesheets for the employees on the monthly basis and Travel requests according to PIN internal rules
- Collect inputs for contracts and support contracts’ preparation
- Support legal processes (provision of visa, dealing with notary, arranges residence permits etc.)
- Organize and schedule meetings and appointments
- Produce and distribute correspondence memos, letters, e-mails and forms
- Assist in the preparation of regularly scheduled reports
- Archiving hard copies of the documents and digital versions in PIN’s internal archiving system
- Deliver documentation to the bookkeeping agency
- Monitoring of office supplies and ensuring timely orders of needed supplies
Program Support:
- Contact with vendors, collect bids and explore the market for preparation of purchases, events and activities
- Close communication with project/program staff and provision of administrative support for the project activities.
- In close cooperation with Communication and Advocacy Officer, maintain social network (Facebook page), prepare content and posts
- Support project staff in preparation of purchase requests
Other:
Other office support and tasks as assigned by the supervisor.
Requirements
Suitable candidates for this position should possess:
- Minimum 2 years of relevant experience at a similar level of responsibilities
- University degree preferable
- Experience of working within a humanitarian and/or development organization (NGO) will be an advantage
- Excellent time management skills and ability to multi-task and prioritize work
- Strong organizational and planning skills
- Teamwork skills
- Excellent communication skills, including fluent spoken and written English
- Good knowledge of Excel
Benefits
People in Need offers:
- Working environment in a well-established and growing humanitarian and development organization
- Salary and benefits according to PIN BiH Salary Scale and HR policies
- 25 days of paid leave annually
- Accident and travel insurance and free medical helpdesk
- E-learning courses, webinars, training possibilities
Are you interested in this position? Send us your CV and short cover letter in English. 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: www.peopleinneed.cz/policies)