Anunțuri de Angajare

PROJECT TITLE: SKILL-UP MOLDOVA
POSITION: Administrative Specialist & Finance Assistant
STARTING DATE: Tentatively May/June 2026 (this vacancy is announced in anticipation of signing of the Multi Partner Contribution Agreement)
CONTRACT PERIOD: 12 Months with the possibility of extension (max. 36 months)
TYPE OF EMPLOYMENT: Full-time position
LOCATION: Chisinau, Moldova

The Austrian Development Agency (ADA) is recruiting Administrative Specialist & Finance Assistant (full time, f/m) for the project Skill-up Moldova.

1. Background and Introduction

Austria has a long-standing partnership with the Government of Moldova, which has been a priority partner country since 2004. ADA, Austria’s federal agency for development cooperation and humanitarian aid, supports its partner countries in implementing programmes and projects and achieving the Sustainable Development Goals (SDGs). ADA’s focus in Moldova lies on projects with focus on equal opportunities in labor market inclusion.

ADA has been delegated by the European Union (EU) to implement a project with a volume of EUR 2.5 Mio. focusing on skills development (Skill-up Moldova). The overall objective of the action is to strengthen the Moldovan VET system as a driver of EU-aligned reforms, equipping the workforce with the skills needed.

Within this Action, the following Outcomes are foreseen:

Outcome 1: Enhanced design of upskilling and reskilling programmes in selected priority sectors and strengthened recognition and Validation of Non-Formal and Informal Learning and prior acquired skills (VNIL/VNFIL/RVPL), contributing to better alignment between skills and labour market demand.

Outcome 2: The policy framework for VET teacher management and continuous professional development (CPD) is strengthened, and VET and LLL teachers/training providers are empowered to deliver industry-relevant upskilling and reskilling programmes in priority sectors, including gender-responsive approaches for increased participation of women and other underrepresented adult learners.

Outcome 3: Strengthened operational capacity of Centres of Excellence to function as sectoral innovation hubs, structured facilitators of employer-skills dialogue, and coordinated providers of pedagogical and technical support to affiliated VET institutions.

The project will be completed over a period of 36 months. To support the ADA Office for Technical Cooperation in Chisinau in ensuring the successful implementation of this project, ADA is recruiting an experienced Administrative Specialist & Finance Assistant for a maximum of 36 months starting in May/June 2026. The position will be based in Chisinau.

Further background information and documents regarding Austria’s engagement in Moldova are available on our homepage: https://www.entwicklung.at/en/.

2. Detailed Terms of Reference

Role Summary: Under the direct supervision of the Team Leader (TL) of the Project Management Team (PMT), the Administrative Specialist & Finance Assistant is responsible for setting up and coordinating the project management office, ensuring smooth daily operations and logistics support. Duties include overseeing correspondence, managing office systems, and ensuring regular data and financial backups in line with project guidelines. The Administrative Specialist & Finance Assistant assists the Team Leader in supervising project management, in human resources management and provides logistical support for conferences, workshops, missions, and visits, etc. Overall, the role ensures efficient administrative management and financial assistance and contributes to the effective functioning of the project team. This position is based in Chisinau, with frequent trips to Moldovan provinces and occasionally abroad.

Specific Duties and Responsibilities

Administrative Management

• Set up the project management office and overall coordination, ensuring project office and administrative management.
• Assist the TL in human resources management to ensure compliance with ADA PID and local labor law and regulations and administer personnel data/files of the project management team.
• Ensure periodic project data backup and financial information systems in line with backup guidelines in the PID.
• Assist TL in supervising the day-to-day work of the PMT and consultants working as part of the project.
• Organize meetings, workshops, field missions, and events (logistics, invitations, minutes, etc.).
• Maintain project documentation, filing and archiving systems (both physical and electronic).
• Coordinate travel arrangements (tickets, accommodation, per diems).
• Oversee the office correspondence.
• Maintain and update the EU DIGITOOL communication and visibility platform on regular basis.
• Manage and update the project’s social media accounts.
• Support PMT in creating, editing and translating official documents and presentations, speech writing and copywriting.
• Maintain communication / documentation with contracted C&V suppliers / service providers (photo, video, media, printed materials etc.).

Financial Assistance

• Provide support in maintaining proper authorization, documentation, and recording of financial transactions to facilitate efficient financial reporting and auditing.
• Process payments, invoices and expenses claims in line with PID.
• Monitor the project bank account and realize currency exchanges as needed.
• Maintain accurate financial records and supporting documentation.
• Check budget lines to ensure that all transactions are booked to the correct budget lines and assist Finance&Procurement Officer in preparation of budget reallocations.
• Support proper accounting practices through the review and verification of invoices, payment requests, and financial reports to ensure accuracy and compliance.
• Assist in budget planning, monitoring and revisions.
• Assist in preparation of adequate cashflow and funding requests to ADA HQ (as needed) and EU.
• Assist in preparation of monthly financial reports to ADA incl. BAKAWA (ADA accounting system).
• Manage petty cash account of the project office in compliance with PID.
• Assist with audits and verification processes.
• Support the preparation of interim and final financial reports.
• In case of absence of the Finance and Procurement Officer, substitutes specific tasks delegated by the TL in handover notes.

3. Requirements and Qualifications

Education and Professional Experience

• University degree in Accounting, Business Administration, Management, Economics and Marketing or another relevant field
• At least 3 years of relevant working experience in the field of administration and accounting / finance preferably in an international environment.
• Good knowledge of Moldovan accounting, tax, labour legislation requirements.
• Experience with funding received from large institutional donors (in particular from European Union).
• Knowledge and experience in financial project management, monitoring and reporting.

Skills and Competencies

• Good analytical writing, facilitation, interpersonal and communication skills.
• Flexibility to adjust working hours to actual workload as required.
• Capacity to work under pressure and availability to travel and availability to travel inside the country and abroad.
• Very good English and Romanian (both oral and written), Russian is an advantage.

Technical Proficiency

• Regular Microsoft Office suite (Word, Excel, Power Point, Outlook, SharePoint, Office 365, Project, Teams and “online documents” etc.), specific Computer skills: Accounting software experience, Bakawa, extensive knowledge of tabular software (Microsoft Excel, Google sheets, Libre Calc etc.).

4. How to apply

Please submit your application to chisinau.application@ada.gv.at by COB 12 May 2026 at 24:00 hrs.(12:00 p.m. Moldova time), indicating position name “Administrative Specialist & Finance Assistant” in the subject, with the following attached documents:

• Letter of motivation in English, including salary expectations and highlight your relevant experience for the assignment.
• Curriculum vitae in English.
• Names, contact details and working relationship of three professional references (at least one referee should have been your direct supervisor).
• Copies of academic certificates and testimonials.

This project position is subject to the pending signature of the Contribution Agreement between the EU and ADA. ADA retains the discretion to re-advertise the vacancy, to cancel the recruitment, or to offer an appointment with a modified job description or for a different duration. 

Women are especially encouraged to apply. ADA supports gender equality on all levels and attaches great value to a gender balance in senior positions. In case of equal qualification for the position and at the absence of other outweighing factors, preference will be given to the female candidate. We also welcome applications of persons with a migrant background and/or of persons with disabilities.

All applications will be treated with the strictest confidence and no application fees or information with respect to bank account details are required by ADA for our recruitment process. Please note that in the event of an invitation for an in-person interview, ADA is unable to reimburse costs incurred. Candidates must expect that references from previous employers will be requested by ADA. Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Note: These Terms of Reference are intended to provide an overview of the position and the key responsibilities. They may be subject to revisions and refinements based on project needs, ADA regulations, and EU guidelines. 

Please see also pdf version of the vacancy announcement