Admin Assistant Moldova

Admin

Overview

Ensure welcoming reception, manage visitors, and provide admin support.

You have:

• Minimum 1 year of experience as a receptionist, administrative assistant or in a similar support role.
• Bachelor's degree is desirable.
• Basic understanding of office administration tasks.
• Ability to use MS Office (Word, Excel, Outlook) at a basic level.
• Practical experience with office equipment (printer, scanner, etc.).
• Good communication and interpersonal skills.
• Ability to remain polite, calm and helpful when interacting with visitors.
• Basic knowledge of spoken English.
• Fluency in Romanian and Russian.

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity, and accountability. These attitudes and beliefs shall guide our actions and relationships.

1. Role and responsibilities

The purpose of the Admin Assistant position is to ensure a welcoming, organized and well-functioning reception area at NRC Moldova Country Office, to register and guide visitors and beneficiaries, and to provide basic administrative support to Programme and Support staff. The position holder will also contribute to basic office security procedures related to visitor access.

The position will be based in Chisinau.

Generic responsibilities:

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential.

1. Ensure adherence with NRC policies, tools, handbooks, and guidelines.
2. Support in the implementation of delegated administrative tasks according to the job description.
3. Ensure proper completion and filing of all documentation (soft and hard copy, as required).
4. Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards and principles within NRC and amongst project participants supported by NRC.

Specific responsibilities:

1. Manage the office reception area on a daily basis, ensuring a polite, professional and welcoming approach towards visitors and beneficiaries.
2. Greet visitors and beneficiaries, verify the purpose of the visit, and guide them to the relevant staff member or department.
3. Maintain and update the visitors’ register in line with NRC procedures.
4. Inform and confirm with NRC staff the arrival of their guests and ensure visitors wait in designated areas.
5. Support basic office security procedures by following visitor access rules and immediately informing relevant staff in case of unusual situations.
6. Perform basic administrative tasks assigned by Programme and Support staff (e.g. photocopying, scanning, simple data entry, filing).
7. Support the Administration unit with small office-related tasks, such as monitoring office supplies or coordinating simple service requests, as needed.
8. Ensure that utility-related invoices (e.g. water, fruits) are processed on time in coordination with the Finance team.
9. Perform any other reasonable administrative duties as assigned by Support and Programme Staff;

10. Assist HR and Administration manager in any related duties and tasks.

11. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

1. Professional competencies:

• Minimum 1 year of experience as a receptionist, administrative assistant or in a similar support role.
• Bachelor's degree is desirable.
• Basic understanding of office administration tasks.
• Ability to use MS Office (Word, Excel, Outlook) at a basic level.
• Practical experience with office equipment (printer, scanner, etc.).
• Good communication and interpersonal skills.
• Ability to remain polite, calm and helpful when interacting with visitors.
• Basic knowledge of spoken English.
• Fluency in Romanian and Russian.

Kindly note that t****his position is open to candidates who have the legal right to work in Moldova and note that we are unable to provide work permits or visa sponsorships for this position.

Please note that the empty or incomplete applications as well as CVs received via email will not be considered official and will not be processed.

Apply now

Potential interview questions

Added 4 months ago - Updated 4 months ago - Source: nrc.no