TERMS OF REFERENCE

Title: Office Manager

Project: MA IMPLIC – Project on Civic Engagement in Local Governance

Contract duration: November 2023 – October 2027 (subject to confirmation of funding by the donor)

Expected workload: full time employment

 BACKGROUND

The Project on civic engagement in local governance “MA IMPLIC” (Phase 2: November 2023 – October 2027) aims at ensuring that the rural population of Moldova has equitable access to quality public service provision and at supporting the government of Moldova in the implementation of the local government reform. The project is implemented by Skat Consulting Ltd., a Swiss consulting firm is financed by the Swiss Agency for Development and Cooperation. Skat Consulting Ltd, and its project implementation unit, a Moldovan-registered non-profit organisation, implement donor-financed projects for a period of more than 10 years in Moldova already.

The project is implemented by a team of ca 10 full-time staff operating from an office in central Chisinau. The team is headed by an expatriate Team Leader who is also based permanently in Chisinau. The project activities are implemented in pilot locations – rural communities in different parts of the country.

SCOPE OF WORK

The MA IMPLIC project is looking to recruit an Office Manager to ensure smooth running of all office operations after the person who occupied this position in the past 3 years has been internally promoted to another position:

The scope of functions and responsibilities comprises, inter alia:

1. Ensuring the functionality of the project office in Chisinau (office supplies, document management, receiving visitors, et al.);
2. Organisation of project events (trainings, workshops, meetings) in- and outside of Chisinau (booking of venues, catering, transport, logistics arrangements for participants, et al.)
3. HR support (keeping the vacation and holidays schedule, prepare HR related orders, drafting employment contracts and additional agreements, keeping staff time sheet, et al.)
4. Performing procurement procedures for internal (office) acquisitions according to procurement guideline;
5. Prepare contracts and monitor implementation (quality and quantity of administrative and supply contracts; collect invoices and prepare for internal processing)
6. Knowledge management (some translations, uploading content to project website, minutes of internal meetings, et al.)

CONDITIONS

• Competitive Salary
• Additional Health-insurance package
• Annual leave in line with Moldovan Labour Law
• Flexible arrangements for work from home, in agreement with the needs of the position holder
• Work mostly in Chisinau, work in locations outside Chisinau can be adjusted to meet the needs of the position holder
• Friendly work environment which encourages self-initiative, responsibility and professional growth

QUALIFICATIONS AND SKILLS REQUIRED

APPLICATIONS

Interested individuals are expected to apply by sending the following information to info@int.skat.ch  quoting Office Manager in the subject line of the e-mail.

• Curriculum Vitae in English language;
• Motivational letter in English language;
• Information about earliest date of availability.

Applications must reach us no later than 22 October 2023.
Interviews with shortlisted candidates will be held during the week commencing 30 October 2023.