Extended deadline: Internews in Moldova is looking for an Office Manager

Position title:

Office Manager (full time)

Organization:

Internews in Moldova

Type of Appointment:

Fixed Term

Starting Date:

October, 2021

End date:

October, 2022 (with a possible extension upon availability of funding and satisfactory performance)

Location:

Chisinau, Republic of Moldova / Hybrid Work

Closing date for Applications:

September 27, 2021

 

Background information

Internews in Moldova is looking for an Office Manager to be hired in line with Internews Core Values and donors’ requirements.

Internews in Moldova is managing programs funded by USAID, the UK, SIDA, OSF, and the Kingdom of the Netherlands Ministry of Foreign Affairs. The projects aim to promote the development of an independent, professional media in Moldova that gives citizens access to a variety of perspectives and create a media sector that is more resilient to political and financial pressures. By focusing on the supply and demand for objective information, these projects will strengthen the ability of independent media to fulfill its role as a watchdog over the government and serve as space for citizens to engage in public policy dialogue. On the other side, targeted media literacy activities in all regions of the country will build consumer understanding of and demand for independent, reliable, and high-quality news and information. Moreover, Internews focuses on the legal enabling environment to reinforce existing protections for freedom of speech, facilitate better implementation of laws, and advocate for media sector regulation in accordance with international norms.

Office Manager Summary

The Office Manager will be under the direct supervision of the Finance Manager, responsible for ensuring effective office management throughout the entire lifecycle of the Internews projects in Moldova, the administrative activities to facilitate the smooth running of the office in compliance with donor and Internews rules and regulations.

The Office Manager is responsible for organizing and coordinating office operations, administrative duties and procedures to ensure organizational effectiveness and efficiency. The Office Manager will create and maintain a professional work environment, ensure high level of organizational effectiveness, communication and safety.

Office Manager Responsibilities

  • Organize office operations and procedures including procurement.
  • Address employees’ queries regarding office management issues (e.g., stationery, hardware and travel arrangements).
  • Arrange meetings, invitations, registrations and other activities for visitors, guests, delegations and partners of Internews.
  • Organize the office layout and order stationery and equipment.
  • Manage contracts and price negotiations with office vendors and office service providers
  • Drafting and maintaining office supplies budget and projections
  • Maintaining office vacation schedules, personal time, sick leaves.
  • Providing the office with stationary and other necessary supplies.
  • Keeping record of office supplies
  • Overseeing proper conditions for office equipment usage.
  • Liaise with facility management vendors, including cleaning, catering and security services.
  • Maintain the office and arrange necessary repairs.
  • Coordinate with IT department on all office equipment.
  • Manage incoming and outgoing mail/correspondence, document and distribute administrative policies.
  • Maintain and manage the Health & Safety practices and maintain the H&S manual.
  • Provide backup support during absence of the program assistant.

Required Qualifications: 

  • At least two years of work experience in similar position (preferably in international organizations or NGOs).
  • Bachelor’s degree in business administration, finance or related field required or
  • Experience working with USAID-funded programs, preferred.
  • Experience in document management and organization of office operations.
  • Experience in bookkeeping and understanding of the procurement procedures.
  • Very good knowledge of PC Office applications (Word, Excel, Outlook).
  • Experience in coordinating of travel arrangements and logistical support to consultants, staff, and project partners.
  • Basic knowledge of Moldova’s Labor Code, job safety rules, industrial hygiene and fire security.
  • Knowledge of English.
  • Strong organizational and planning skills.
  • Ability to take initiative, problem solve, and make decisions within job scope.
  • Track record of vendor service and effective people skills.
  • Good understanding of processes, policies and procedures required for supporting an organization.
  • Ability to work independently as well as collaboratively in a positive team environment.

Interested candidates are invited to submit a cover letter, CV including two references to the following address: in-chisinau@internews.org, COB, September 27, 2021, 6:00 p.m.

Please include “Office Manager” in the subject line. For any additional questions please contact Internews in Moldova office: +373 60500570.

Internews is an equal opportunity employer, and we welcome applications from candidates from a range of backgrounds. Every qualified applicant will be considered for employment. Internews does not discriminate based on race, gender, gender identity or orientation, genetic information, age, national origin, marital status, disability status, political ideology, or any other characteristics protected by applicable law.

Please note that Internews in Moldova office will only respond to those applicants selected for an interview.


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