Program Assistant. USAID Model Court Initiative

PROGRAM ASSISTANT 

USAID Model Court Initiative 

Dexis Consulting is a professional services firm that solves the most pressing social challenges in complex environments, paving the way for a more secure and prosperous world. We embrace diversity, equity, and inclusion and strive to build and maintain a safe environment where we celebrate diverse backgrounds, treat everyone with respect, and value the unique lived experiences each person brings based on their race, ethnicity, sexual orientation, gender identity, religion, disability, military or veteran status, national origin, age, marital status or family status and related conditions.

Working with us, you will experience a corporate culture of inclusiveness, fairness, and trust. You will be given the means and mentorship needed to succeed, and your creativity will be rewarded.

Dexis Consulting has been implementing USAID-funded Effective Justice Projects in Moldova since 2021. Effective Justice assists the Government of Moldova through multiple justice sector reform projects including the Model Court Initiative (MCI) program. MCI is aimed at improving the efficiency, performance, and quality of court services based on best international practices and in line with international excellence standards for court activities.

Dexis is seeking applicants for the position of Program Assistant. Qualified Moldovan citizens, residing in Moldova, are encouraged to apply. 

The Program Assistant, in close cooperation with the project team, under the direct guidance and supervision of the Director of Grants, Subcontracts and Program Operations and Chief of Party, will ensure the provision of administrative services of the highest quality and standards to the MCI team, as well as national counterparts and clients. The Program Assistant is expected to exercise full compliance with Dexis and USAID programming, financial, procurement and administrative rules.

About the Position 

Location: Chisinau, Moldova 

Work Environment: Hybrid between in-office and home-based remote work 

Duration of assignment:  up to 2,5 years 

Responsibilities: 

The Program Assistant shall have the following duties and responsibilities:  

• Provide program and administrative support in the preparation of various program documents, such as reports, administrative documents related to Project implementation arrangements.
• Identify sources and gather and compile data and information for the preparation of documents, guidelines, and other materials as required.
• Assist in reviewing and preparing documentation on the procurement of goods and services, support contract tracking, and keep record of the information through databases and e-filing.
• Ensure that all correspondence and periodic reports (online) are properly kept, and that related matters requiring action are brought to the attention of his/her supervisor.
• Provide administrative support in the organization of events, meetings and workshops, etc.
• Ensure that all personnel-related paperwork for short-term consultants (CVs, contracts, references, biodata, etc.) are collected, labeled, filed, scanned and placed on MCI server/SharePoint.
• Draft correspondence, including memoranda and notes for the file.
• Maintain and organize up-to-date hard and electronic files for easy access and retrieval and ensure safekeeping of confidential materials.
• Create and maintain files of correspondence and documents and electronically received information and ensure up-to-date filing; maintain both hard copies and electronic copies of the office records and reference files on various subjects.
• Maintain office calendars and send out reminders of impending appointments.
• Undertake all the tasks in order to ensure that all international consultants arriving in the country are met and pre-arrival arrangements are made.
• Provide occasional verbal and written translations from/to English/Romanian/Russian.
• Interact with local vendors and other project-related officials on an as-needed basis.
• Support the efficient functioning of the Project office in terms of communications (telephone calls, faxes, mail) and office maintenance (procurement of supplies, equipment and services).
• Handle incoming telephone calls and telephone inquiries.
• Perform any other operational and administrative tasks assigned by the Director of Grants, Subcontracts and Program Operations or his/her designate and the COP, or independently which are consistent with his/her qualifications, this job description and the general requirements of the Project.

Minimum Requirements - Qualified applicants will have the following knowledge, skills, and abilities:

• Minimum of 2 (two) years of work experience in similar positions
• Experience in similar positions in international organizations and/or experience in USAID-funded projects is a strong advantage.
• Advanced competency in using Microsoft Office (Word, Excel, Access and PowerPoint).
• Strong communication and writing skills.
• University Diploma in economics, management or a related field, additional 3 years of professional experience in a similar role may be substituted in lieu of diploma.
• Ability to work independently under minimum supervision and efficiently coordinate several ongoing tasks.
• Ability to work under pressure with a positive attitude, as a part of the Project team.
• Fluency in Romanian and English.

How to Apply:

Qualified applicants should submit the following documents in English to moldova@dexisonline.com not later than COB on November 29, 2024 and should note “MCI Program Assistant” in the email subject line. This position is open to Moldovan citizens only.

• Cover letter outlining how you meet the required qualifications.
• Current CV.
• Name, job title, mobile number, and email contact of three professional references. 

Only short-listed candidates will be contacted.