Term:Full-time (100% workload)
Duration: 2 years with possible extension
Location: Yerevan
Starting date: February
Reports to: Finance Manager
Administrative assistant will be responsible for providing day-to-day administrative support to primarily Finance team as well as overall operations team based on need, ensuring efficient workflow within the team. The scope of responsibilities will comprise finance administration, HR administration, logistics, procurement.
Responsibilities:
Finance support:
- Organization of the process of preparing and signing documents (contracts, acts, handovers etc.). Archiving hard copies to corresponding folders.
- Translation of invoices and other documentation into English
- Putting invoices into the workflow system and tracking that needed approvals are obtained.
- Supporting with Cash and VAT document preparation (quarterly basis).
- Preparation of the justification package for projects
HR support:
- Time sheets preparation, signing and compiling
- Assist in ensuring documents signing and compiling, delivery to recipients
- Support in internal system document archiving process
- Support in staff-required documentation/communication preparation
Logistics support:
- Support in making travel arrangements, driver’s follow-up support, and in hotel and restaurant reservations in case of need
- Answering to phone calls
- Provide general support to visitors
Procurement support:
- Download invoices from the system, put the project codes and submit to finance for processing.
- Maintaining purchase requisition forms (PRF) tracking table
- Preparation of Bid Tabulation Tables
- Support in obtaining signatures for Contracts
Other tasks as assigned by the management.
Requirements
- University degree preferably in Finance, Accounting, or related fields
- At least 2 years of relevant work experience
- PC proficiency (Outlook, MS Office)
- Excellent in English and Armenian, fluency in Russian will be viewed as an advantage
- Attention to details and ability to remain calm under pressure
- Ability to plan own tasks, and excellent time management skills
- Good communication (spoken and written) skills, including ability to explain and present complex information and prepare written documents
- Teamworking skills: good interpersonal skills and ability to establish and maintain effective working relations with people in multi-cultural, multi-ethnic environment with sensitivity and respect for diversity
Benefits
What we offer:
- Salary and benefits according to the national PIN Armenia salary scale
- Health insurance package
- Gaining work experience and knowledge of the organization's processes in a professional and flexible NGO, the largest in Central Europe
- Becoming a part of the international community
Please note, applications will be reviewed on a rolling basis, and should a suitable candidate be found before the official closing date, the advertisement might be withdrawn prior to the deadline thus early submissions are strongly encouraged.
Kindly note that only shortlisted candidates will be contacted.
People in Need staff are expected to perform job duties and responsibilities in accordance with People in Need Code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp).
People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at:https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.
All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.
We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.