Position Summary
The RAO is responsible for providing high quality, flexible and effective programme administrative support to missions. He/she closely cooperates with the regional desks (Desk Officers, Junior Desk Officers) and with all country programmes and HQ support departments, especially Finance, HR, IT and logistics department.
Duties & Responsibilities:
ADMIN AND PROGRAMME SUPPORT
- Meeting arrangements (venue, catering, technical support)
- Supports internal coordination- scheduling and writing minutes of regional meetings, coordinating inputs to weekly standards, etc
- Contracts (approval, signature, payment/follow up)
- Ensures project documentation is archived fully, correctly and on time, communicates with staff on missions to address gaps
- Provides support during the preparation of a concept note or project proposal process;
- Reports to Fundraising Department
- Helps maintain the databases and calendar of key events related to ongoing projects and proposals
- Organizes study visits/trainings/other events in the Czech Republic: agenda, transportation, contracts, venue, catering, invitations, accompanying, feedback, leassons-learned
- Unify and maintain the folders for archiving hardcopies at HQ (with documents without unique numbers, e.g. boarding passes, timesheets, reports to the donors
Support to expatriate staff and Human Resources
- Onboarding – supports DO in introduction to PIN, CP, procedures, tools, systems
- Delivers practical trainings on: SharePoint, ELO, intranet, HQ structure
- Updates organigrams
- Checks fulfilment of e-learning requirements
- Shares relevant webinars and resources with CP staff.
- Collaborates with DO on website updates and beneficiary counts
- Provides inputs to annual reports
- Coordinates translation and fact checking of press releases,
- Supports logistics of journalist visits
Suitable candidates for this position should possess:
- At least 1-years’ experience in administration
- Working within a humanitarian and/or development organization would be an advantage;
- Organizational and problem-solving skills;
- Excellent communication skills, including fluent spoken and written English, including exceptional report writing and editing skills.
- Basic knowledge of Excel
PIN offers:
- Working environment in a well-established and growing humanitarian organization
- Capacity development
- 25 days of paid leave annually
- Sick days, home office upon agreement with manager
- Offices in the city center