Vacancy for National Personnel for KfW Entwicklungsbank (German Development Bank) - KfW Chisinau Office

Vacancy for National Personnel for KfW Entwicklungsbank (German Development Bank) - KfW Chisinau Office

Position: Office Manager

Report to: Director KfW Chisinau Office (based at KfW’s Headquarter (HQ) in Frankfurt, Germany)

Location: Chisinau, Moldova

Job: Part-time (50%)

Type of Contract: Consulting contract for 2 years with possibility of extension

Probationary Period: Three months

About KFW

KfW is one of the world’s leading and most experienced promotional banks. As an integral part of the KfW Group, KfW Development Bank carries out Germany’s Financial Cooperation with developing and emerging countries on behalf of the German Federal Government, and primarily the Federal Ministry for Economic Cooperation and Development (BMZ). KfW possesses expert knowledge in development policy and many years of national and international experience. The staff at its head office in Germany and in about 70 local offices cooperate with partners all over the world. KfW’s goal is to help our partner countries fight poverty, maintain peace, protect the environment and the climate, and shape globalization in an appropriate way. (www.kfw.de)

KfW has been active in Moldova for over 30 years. In 2015, the Chisinau Office was opened as an antenna under the KfW Kyiv Office with a local employee. Since 2023 the office is operating with 2 local employees and an increasing portfolio. On behalf of BMZ, KfW is currently engaged in key sectors such as water infrastructure, energy efficiency, financial sector and social protection with different local and international partners.

As a renowned employer in the financial cooperation between Germany and Moldova, KfW is looking for support for the local office in Chisinau on a part-time position (50%) basis. An interesting position is offered for the next possible date to work as Office Manager with the possibility of international business trips as well as internal training opportunities.

Tasks of the Office Manager

The office management is composed of three main processes: office administration, logistics, and accounting. The Office Manager shall implement these processes according to KfW regulations and guidelines in a way that ensures smooth running of daily office affairs and timely adherence to logistic requirements. Home office work is permitted and should be agreed upon in advance with the management. High flexibility according to arising needs is required in her/his organization of work. Moreover, a strong sense of proactivity and of being responsible for the respective tasks contributing to the administrative and logistical functioning of the office is expected.

1. Office Administration

• Support to Office Director in developing concepts and procedures for business continuity management / remote management of the KfW Office.
• Information Management: Pro-actively inform about developments relevant to KfW Office and HQ; attend to specific information requests by KfW HQ or partners; daily screening of newspapers and compiling relevant news and headlines into regular press reviews for KfW Office and KfW HQ.
• IT: Filing of documents and maintenance of up-to date files, including upload into KfW online filing systems (e.g. FileNet), performance of regular back-ups of data on office notebooks and PCs in line with standard back-up requirements of KfW; IT management and internet system management incl. trouble shooting with providers; close collaboration with the IT Ausland Bureau.
• Performance of standard secretarial services (e.g. copy, develop PPT-presentations, draw minutes, manage mails, handling English / Moldovan correspondence, assist office visitors / hospitality, organize meetings).
• Acting as the Office’s focal point for Risk Management and support the Office Director in ensuring that the office complies with safety and security regulations. This includes updating insurance issues for office and staff.
• PR and Communication: Development of PR inputs in all KfW-related fields of activities, including printed formats and social media channels in close collaboration with Portfolio Coordinators and KfW HQ; close follow-up with all implementing partners in Moldova regarding KfW and German Embassy PR regulations and activities. Support in the development of the social media presence.
• Complaints Management: Contact person for local complaints; filing of complaints; coordination with KfW Complaints Management at HQ as needed.

2. Logistics

• Support to missions of KfW staff: hotel and flight reservations, organizing and arranging international and domestic travel.
• Preparation for workshops and meetings and organization of PR events and receptions, including e.g. catering and translation, as requested.
• Procurement of goods and services (identify best price-quality options, collect quotations, compare offers and produce internal procurement notes, negotiate prices, develop tender proposals, follow-up on delivery and payment according to agreements, etc.), thereby ensuring adherence to KfW procurement guidelines and process as well as to KfW compliance regulations (KYC checks etc.).
• Management of office real assets and inventories (furniture, office supplies, stationary, hospitality, hygiene, IT equipment, etc.).
• Management of service provider and supplier relations, including landlord relations.

3. Accounting and Cash Management

• Bookkeeping: Supporting the Office Manager in the Kyiv Office in preparing and collecting invoices and receipts, compiling bank statements and any other required documents; controlling travel expenses; filing excel bookkeeping tables; monthly preparation and submission of files for approval by office director; inserting data into the KfW online bookkeeping tool; trouble shooting with regard to accounting software; preparing cash and bank statement cover sheets sending scans of needed documents to KfW HQ; reporting to KfW HQ as needed; annual closure of all KfW office accounts and dealing with VAT- reimbursements for the KfW Office
• Cash Management: Performing monthly expenditure prognosis; paying salaries, expenses and reimbursables of office staff for KfW expenditures; paying suppliers and service providers.
• Management of bank relations: Liaising with banks and ensure the availability of adequate funds in bank accounts for office operations. Follow-up on all needed communication with banks that is directly linked to the bookkeeping; collecting monthly statements of accounts; request check books as needed; do domestic transfers as required.
• Collaborate closely with the tax company in following up on local tax payments for local employees and ensuring that payroll is in accordance with Moldovan tax laws.

4. Other tasks

• Attendance of relevant trainings according to KfW regulations if required also in the field of safety & security.
• Updating regulations with regards to KfW´s safety and security requirements in the country (e.g. yearly update of the security handbook, office welcome package)
• The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

5. Reports

• Brief quarterly activity reports (not exceeding two pages), problem/ solution oriented.
• Regular exchanges with the Office Director and ad hoc communication on needs basis.

Required qualifications, competences, and experience:

• University degree in accounting, business management or any relevant field, with at least 2-3 years of related work experience.
• Very good networking and communication skills in an international environment.
• Ability to work independently, as well as in teams.
• Fluency in written and spoken Romanian and English is required; knowledge of German will be considered a valuable asset.
• Very good working knowledge computer applications (e.g. MS Office).
• Enthusiasm to learn and apply new skills.

How to apply: If you are qualified with the above requirements and you wish to join KfW, please send your application to the E-mail address below. Your complete application should include: An updated CV/resume including your contact information, salary expectation, two relevant professional references, and a one-page statement describing your suitability for the role.

E-mail address: Vacancies-kyiv@kfw.de

Subject line: Application for Office Manager Post

Deadline for receipt applications is: May 21, 2025, 17:00 EEST

Only short-listened candidates will be contacted. Should you be invited for interview (via  Webex – Office Chisinau – HQ Frankfurt) you will be asked to present all certificates in your CV.