Project Assistant - Helvetas Moldova

Job Title: Project Assistant

Contract Type: Full-time

Deadline: 10.03.2025

Starting Date: As Soon As Possible

Duty Station: Chisinau

Employer: Helvetas Swiss Intercooperation in Moldova

HELVETAS Swiss Intercooperation - is the largest Swiss nongovernmental organization specialized in development cooperation and humanitarian response. It has been present in Moldova since 2018, implementing projects in economic development in the Agri-food and ICT sectors and humanitarian response.  

Our vision is a just world in which all people determine the course of their lives in dignity and security, using environmental resources in a sustainable manner. 

Helvetas is pleased to announce an opening for the Project Assistant position within the OPTIM project - Opportunities through Technologies and Innovation in Moldova, financed by the Swiss Government.

The employee will be contracted by Helvetas Moldova, the representation of Helvetas Swiss Intercooperation based in Chisinau. 

The project is in the 2^nd phase, which will last until the end of 2026.

Short information about the project 

The project “Opportunities through Technologies and Innovation in Moldova” (OPTIM) is a project financed by the Swiss Government. It was launched in Moldova in 2018 and is currently in the third year of the second phase. The project aims to support economic development in the Republic of Moldova. Its primary objective is to improve employment and income opportunities for the Moldovan population, with a special focus on excluded groups.

Following the MSD (Market System Development) approach, the OPTIM project addresses the market gaps through two sectors: the Agri-Food sector and Information and Communication Technologies (ICT)/Digitalization.

The OPTIM project supports businesses' resilient growth, enhanced competitiveness, and access to high-value markets. It contributes to adopting climate-smart and efficient agricultural technologies and practices, emphasizing digital solutions for farm management and cost optimization in the agri-food sector.  

It focuses on access to markets, technologies, and finance for private sector growth and skills development for employability and better economic opportunities for the population of Moldova.

Supporting the creation of employment opportunities and private sector growth through the Agrifood and ICT sectors and Digitalization

Helvetas is looking for a Project Assistant who will provide support to the OPTIM project team in performing a variety of duties in logistics and administrative matters related to project administration and implementation.

The primary responsibility is to ensure quality day-to-day service and administration of the project facilitation unit. The incumbent works under the supervision and direction of the Team Leader.

Key Tasks

• Support team in compilation and formatting of program documents and informing for on-going activities to stakeholders.
• Provide administration and finance support for effective and efficient achievement of OPTIM Project goals.
• Provide support for selection process and ToRs for external service for implementation of project interventions.
• Support the Team members in organizing different workshops, events & study trips.
• Ensure the procurement & financial aspects of project are dealt with in a timely manner and in compliance with internal procurement regulations.
• Prepare all contracting documents for payments in accordance with internal procurement rules.
• Coordinate logistical and operational tasks to ensure optimal functioning and performance of the project.
• Record and archive, organize files and archives relevant historical information and documents.
• Translation English/Romanian and Romanian/English.
• Performs any other duties related to the overall project as assigned by the management.

Key competencies

• Critical thinking and problem-solving skills.
• Excellent planning and organizing skills.
• Ability to prioritize tasks and meet deadlines.
• Multitasking and handling multiple administrative responsibilities efficiently.
• Strong attention to detail in managing documents and schedules.
• Clear and professional written and verbal communication.
• Ability to interact with different stakeholders (colleagues, clients, partners).
• Strong listening and teamwork skills.
• Ability to troubleshoot administrative issues and propose solutions.
• Proactive approach to improving workflows and efficiency.
• Handling sensitive information with discretion.
• High work ethic, reliability and integrity, and excellent interpersonal (social) skills.
• Maintaining a high level of professionalism in all tasks.
• Flexibility in handling changing priorities and new challenges.
• Willingness to take the initiative and support team needs proactively.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Basic knowledge and experience in HR procedures.
• Experience with project management tools (e.g., Trello, Asana) will be an advantage.

Education and experience

• University degree in a relevant field (economics, business administration or related fields).
• Minimum 2 years of professional experience in similar positions.

References

Please indicate at least two references in your CV or application.

Application process

The willing candidates must submit their CV and motivation letter to the following email: hr@optimproject.md 

To be considered that the application will be reviewed on a rolling basis, the selected candidates might be asked for an interview before the deadline.

References will be checked.

Deadline: 10.03.2025

This is a local position; therefore, only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply. We reserve the right to choose the most suitable candidate.

Helvetas Swiss Intercooperation is committed to achieving workforce diversity with regard to gender, ethnolinguistic background, age, etc. Individuals from different minority groups and people with disabilities are encouraged to apply. All applications will be treated with the strictest confidence.

*The information you provide during the application process will only be used to progress your application or to fulfil legal or regulatory requirements if necessary. We will hold it securely, whether in electronic or physical format.