Recruitment of Executive Assistant – Office Manager – Moldova (Chișinău)

The French Development Agency in Moldova

The French Development Agency (AFD) is a financial institution that implements France’s policy on development and international solidarity. Present in more than 115 countries, AFD finances and supports projects that promote sustainable and inclusive growth in key sectors such as climate, biodiversity, peace, education, urban planning, health, and economic development. Committed to achieving the Sustainable Development Goals (SDGs) set by the United Nations, AFD works closely with governments, local institutions, and private sector actors to build a fairer and more resilient world.

The AFD office in Moldova is attached to the Regional Directorate for Enlargement and European Neighborhood (DR EVE), based in Istanbul. It became a fully operational office in August 2024, following the opening of a sub-office in February 2022 as part of the launch of AFD's activities in Moldova. The team currently consists of a Head of Office and a Project Officer. The office is expected to expand in line with AFD's growing activities in Moldova.

AFD has rapidly launched its first operations to support Moldova in addressing the consequences of Russia’s war of aggression against Ukraine and to accompany the country on its path to joining the European Union (EU). In less than three years, it has become the country’s leading bilateral creditor, with over 230 million euros in committed funding. The main sectors of intervention include energy, forestry, irrigation, and energy efficiency, with partnerships established with key Moldovan institutions in these sectors as well as with other development partners such as the EU, KfW, and the World Bank.

Joining AFD in Moldova means becoming part of an exciting project that contributes to crucial initiatives supporting the country’s European trajectory.

Role of the Executive Assistant / Office Manager

The Executive Assistant / Office Manager will play a key role in ensuring the smooth operation of the AFD office in Moldova. He/she will be responsible for the day-to-day administrative management and support the team in various tasks. The position reports to the Head of the AFD Office in Moldova and functionally works with the Accounting and Management Department of the Regional Directorate for Enlargement and European Neighborhood (DR EVE – based in Istanbul).

Responsibilities and Duties

Document Processing:

• Process project-related documents and data entry.
• Prepare official correspondence.
• Draft meeting minutes, reports, and presentations.
• Format presentations prepared by the team.
• Occasional oral and written translations between Romanian/French and, if possible, Russian/French.

Mail Management:

• Maintain the records of incoming and outgoing correspondence on the server.
• Ensure the dispatch of outgoing correspondence.
• Distribute incoming mail according to instructions.
• Circulate internal service notes and circulars.
• Manage and distribute mail packages.

Document Filing:

• File documents and correspondence according to the appropriate system and the Agency's classification plan.
• Ensure proper archiving of entrusted documents.

Meetings and Visits Management:

• Prioritize and schedule appointments.
• Ensure coherence and organization of meetings.
• Update electronic contact databases.
• Maintain the office’s centralized contact directory (business cards, contact database).
• Organize meeting logistics (room booking, electronic invitations, etc.).

Travel and Missions:

• Prepare optimized travel plans and transport options.
• Arrange bookings, purchases, and confirmations for tickets, accommodation, and mission orders.
• Ensure compliance with administrative procedures for mission orders.
• Manage visa applications and follow-ups.
• Arrange airport pickups and logistics.
• Communicate schedules and updates to travelers.
• Organize logistical aspects of events and meetings under the office’s auspices.

Reception and Communication:

• Manage the telephone switchboard.
• Receive and direct visitors.
• Assist in implementing the office’s communication actions.

Accounting and Budget Management:

• Assist in invoice processing and supplier payments.
• Prepare accounting documents (quotes, approvals, comparison tables, Pre Webadi, etc.).
• Monitor supplier contracts, expirations, and renewals.
• Archive accounting documents.
• Maintain a supplier contact database.
• Manage petty cash for minor office expenses.

IT Support:

• Serve as the IT contact point (CIL) for the office.
• Support IT-related initiatives in coordination with AFD headquarters in Paris and DR EVE IT contacts in Istanbul.

Required Profile

The ideal candidate should possess the following qualifications and skills:

Education and Experience:

• Degree in administration, management, secretarial studies, or an equivalent field.
• At least 3 years of professional experience in a similar position, preferably in an international organization, public institution, or private company with international operations.

Technical Skills:

• Excellent command of office software (Microsoft Office: Word, Excel, PowerPoint, Outlook).
• Ability to adapt quickly to new management software.
• Proven skills in document management, filing, and electronic archiving.
• Good knowledge of administrative and financial procedures, especially in budget and accounting management.

Language Skills:

• Proficiency in Romanian (written and spoken) is required.
• Good working knowledge of French (written and spoken).
• Working knowledge of Russian and English would be an asset.

Personal Skills:

• Strong organizational skills and ability to multitask with precision and efficiency.
• Excellent interpersonal skills and ability to work in a multicultural environment.
• Discretion and respect for confidentiality.
• Proactivity and autonomy in executing assigned tasks.

Contract Conditions

• Type of Contract: Local contract for an initial period until December 31, 2025, with a probation period in accordance with Moldovan labor regulations.
• Prospects: Possibility of long-term integration within the office team, depending on needs and the candidate’s performance.
• Work Location: AFD Office in Chișinău, with occasional travel depending on service requirements.
• Start Date: As soon as possible.

How to Apply?

Applications, including a Curriculum Vitae and a cover letter (in French or English) should be sent via email by February 7, 2025, to the Head of Office (Mr. Maxime LEBOVICS / lebovicsm@afd.fr).

For any inquiries regarding this offer, please contact the AFD Office at the above email address.