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Lumos Moldova is hiring an Operation Assistant

About Lumos

Lumos Foundation works to realise every child’s right to a family by transforming care systems around the world. Our vision is a world in which all children grow up in safe and loving families within supported communities.

Founded in 2005 by author J.K. Rowling, Lumos partners with governments, civil society and young people with lived experience to transform care systems globally and advocate for family-based solutions that help children thrive. We ensure that families receive the support they need to stay together or reunite, and that children grow up in family-based settings such as foster or kinship care, not institutions.

Despite clear evidence of the harms of institutionalisation, more than 5 million children worldwide continue to live in institutions. And a much larger number of children are at risk of family breakdown and separation – those living in poverty, experiencing domestic violence and abuse, and living in countries affected by conflict.

We are ambitious for children. In the next 10 years, Lumos will enable 500,000 children in care to return to family-based care and prevent 10 million children from experiencing family breakdown and separation – so that they can thrive in their own families. Working with local, national, and global partners, Lumos supports government-led transformation of child care systems across Asia, Africa, Europe, the Middle East, and Latin America- driving systemic and sustainable change.

Lumos’ ambition for children is significant and will require the organisation and its partners to work in new ways – with a pace, drive and urgency that this moment demands – and that children everywhere deserve.

Lumos’ success will continue to be based not just on what we do, but on how we do it – our values. We embrace collaboration. We strive for excellence. We show respect. We always care. And we are passionate. We are Lumos.

Find out more about Lumos and our work at wearelumos.org.

Job Purpose

The Operations Assistant provides essential operational, administrative and logistical support to the Lumos Moldova Programme. Under the supervision of the Country Director and in close coordination with the Finance Manager and programme teams, the role ensures that day-to-day office operations, procurement processes, event logistics, and administrative systems run efficiently and in compliance with Lumos policies and procedures.

Key Objectives

•  Manage the organisation’s correspondence (post, email, telephone, fax) and maintain document registers for incoming and outgoing correspondence.
•  Ensure systematic filing of internal and external documents, organised chronologically and by activity area.
•  Organise team meetings: notify participants, prepare the meeting room, and draft minutes.
•  Draft the orders, decisions to be signed by Country Director.
•  Ensure timely and accurate communication of information within the organisation.
•  Maintain records of technical equipment, furniture and organisational assets and ensure proper functioning of office infrastructure.
•  Manage office supplies, consumables and service providers (IT, telecoms, utilities, building security), including placing orders and coordinating with vendors.
•  Support employees with IT primary needs and liaise with the local IT support or the Lumos UK IT support provider as needed.
•  Assist the Lumos Procurement Committee in procurement procedures, including collecting quotations, preparing procurement documentation, drafting supplier and consultant agreements, and managing due diligence packs.
•  Provide logistical support for programme activities: meetings, trainings, workshops, roundtables, conferences and field visits, including venue booking, equipment, materials, interpretation and participant transport.
•  Provide administrative support with HR management procedures for the Moldova Office
•  Support the preparation, registration and administration of consultancy/service contracts, including contracts for individual consultants and service providers

•  Prepare and organise routine programme documentation, including attendance lists, training certificates, meeting minutes and activity summaries.
•  Support the distribution of publications and emergency/humanitarian kits to partners and beneficiaries.
•  Facilitate travel arrangements for staff (transport, accommodation, visas, insurance and related documentation) for trips within Moldova and abroad.
•  Contribute to the improvement and standardisation of internal procedures and documents used within the Lumos Moldova Programme.
•  Support staff to comply with Lumos and local policies and procedures, including partner due diligence.
•  Act as Data Protection Focal Point.

What Success Looks Like

•  The Lumos Moldova office operates smoothly, with supplies, equipment and service providers effectively managed.
•  Programme activities are well-supported logistically: events are organised on time, documentation is accurate, and materials are ready.
•  Procurement processes are completed in compliance with Lumos procedures and national legal requirements, with complete and accurate documentation.
•  Staff travel is arranged efficiently and safely.
•  Filing systems (physical and electronic) are well-organised, up to date and accessible.

Additional Information

Alongside the opportunity to contribute to a truly life-changing mission, you’ll enjoy excellent benefits, a supportive and inclusive culture, and a genuine commitment to your personal and professional development. Some of the benefits we offer include:

• 35 calendar days annual leave,
• Meal tickets,
• Social and medical insurance
• Employee assistance programme.

Safeguarding Statement

Lumos recognises that the rights of safety and security are aligned with its core mission for children, families and communities. Effective and robust safeguarding sit at the heart of our mission and values, and accordingly, Lumos is committed to ensuring the safety and protection of children and adults at risk in all of its work. We expect all staff, associates and volunteers to share this commitment. Lumos has a zero-tolerance approach towards all forms of abuse, bullying, harassment and sexual exploitation.  Lumos is a member of The Misconduct Disclosure Scheme and will carefully screen all applicants.  Offers of employment are subject to checks and suitable references.

All staff and associates must:

• Carry out all duties with an awareness and understanding of Lumos safeguarding and PSEA requirements
• Ensure work complies with all safeguarding and PSEA policies and procedures
• Ensure that their behaviours and actions support the safeguarding of children, young people and adults at risk as appropriate.

Equality, Diversity and Inclusion Statement 

Lumos is wholly committed to equality, diversity and inclusion and against all forms of discrimination.    

We are committed to creating and sustaining a positive working environment that encourages, supports and gives a voice to all, so that we can best support the children we serve.  

We must ensure that all staff are equally valued, included, empowered and respected across the organisation and in everything we do. Lumos is fundamentally built on diverse, multi-national and multi-cultural teams.  

This is something we cherish as a key strength and an integral part of our identity. Our organisation values and celebrates the diversity, culture and experience of each member of staff, provides equality of care, and support to everyone.   

We pledge to listen carefully, to educate ourselves continually, to promote open dialogue, and to seek out and deal with discrimination and prejudice wherever it occurs in Lumos. 

Our Values

Children are at the heart of everything we do. Every child needs love and care in order to flourish – and we’re proud that this is reflected in the values we hold within our organisation. We want to see all children grow up in safe and loving families. Our core values drive us forward in our vision, underpin

every aspect of our work and strategy and are critical to helping us maintain a thriving and effective organisation. By making sure every individual feels valued and empowered, we can bring about the very best outcomes for the children we serve.

• We embrace Collaboration
• We strive for Excellence
• We show Respect
• We always Care
• We are Passionate

Privacy

Please visit wearelumos.org/privacy-policy for information on how we manage your data.

Interested candidates are welcome to apply by sending their CV with Cover letters to the email moldova.recruitment@wearelumos.org  mentioning in the subject line the title of the position “Operation assistant”. Deadline: 25 May 2026