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Swedish International Organisation offers full-time position for Administrative Assistant for the office in Skopje

      I.       Objective.

Assist the management and administration of the Regional Office in order to assure efficiency of the communication and office management. To provide assistance in undertaking various administration activities related to programme administration as well as financial administration.

   II.    Main responsibilities

Under the supervision of the Regional Director and in close collaboration with other staff the Administrative Assistant will:

1. Support to the Finance and Administrative function of the regional Office.
2. Handle petty cash and bank payments, including collecting all supporting documentation.
3. Carry out filing of agreements/administrative/financial documentation in accordance with local laws and Organisation regulations
4. Support programme staff with programme and project administration.
5. Regional Office maintenance and logistics.
6. Preparations of external visits, including hotel bookings and travel arrangements.
7. Elaboration of minutes, correspondence and reports.
8. Proof reading of documents and reports.
9. Responsible for updating and inserting documents in the Quality Management System.
10. Assist Regional Director with relevant tasks on assignment.

III.       Duties:

1.      Office Administration

1. Participate at staff meetings and when requested take down minutes for circulation.
2. Be responsible for the management of the office’s petty-cash in accordance with the internal regulations.
3. Attend to guests on their visas, documentation and accommodation and pick up them from the airport and arrange itinerary when required.
4. Be responsible for the logistics of meetings and visits in the region.
5. General office administration, including being responsible for office resources, equipment and maintenance by periodically checking the machines and equipment, calling on repair service and ensuring quality control.
6. Maintenance and updating of inventory of office equipment.
7. Contact with suppliers of goods and services to office.
8. Maintenance of travel logs and service records of vehicles attached to the regional office and ensuring that due taxes and insurances are paid and also all repairs are attended to.
9. Prepare and make payments, assuring appropriate supporting documentation is available.
10. Provide external accountants with relevant information.
11. Maintain a filing system for the office and follow Organisation’s policy for filing of paper as well as electronic documents. Maintain the files on all local partners’ financial reports, accounting procedures and financial monitoring.
12. Maintain filing of steering documents on partner and programme level in accordance with Organisation Quality Management System.
13. Maintain staff files, attendance and leave records of the staff.
14. Assist programme staff with preparation of ToR and contracts for consultant engagements.
15. Proof reading documents, reports and applications.
16. Familiar with preparation of budgets and budget follow-up.

2.     Other

1. Adhere to the basic principles and values of Organisation. The principles and values are expressed in the global strategy, sector specific strategies and polices, as well as in the regional strategy for Europe.
2. Adhere to Organisation rules and regulations, including the Code of Conduct and Anti-corruption Policy.
3. Never accept or be promised, request or give, promise or offer a bribe or other undue reward, remuneration, compensations, undue advantage or benefit of any kind, which may constitute illegal or inappropriate behaviour. In all administrative practices strictly follow the laws of the country
4. Actively contribute to the collective learning and capacity building of the Regional Team, accepting advices, knowledge and others experiences as well as sharing his/her own experience and knowledge with colleagues. 
5. Communicate challenges and seek means to solve them jointly. Take initiatives to improve the quality of Organisation work, promote active dialogue, synergies and learning within the regional and global organisation.
6. Promote the development of relationships with the partner organizations on a concept of partnership founded on shared values, mutual respect, reciprocity of learning and transparency.
7. Maintain close and continuous relations with the target population and its grassroots organizations, and provisions to listen to their expectations, to provide them with the accounts of work done on their behalf and to exchange know-how and lessons learnt
8. Perform any other duties that may be required by the Regional Director for the good functioning of the Skopje Office and the Programme.

3.     Qualifications

1. A Bachelor Degree in Administration and Finance/Accountancy.
2. A minimum of 3 years of relevant experience from NGO sector and/or international development projects.
3. Good work experience in administration and basic accounting.
4. Possess working knowledge in computer accounting and application packages.
5. Good computer skills in Office packages, Microsoft Excel in particular.

4.     Competencies

1. Good team player and service minded.
2. Good time management skills.
3. Focused and self-disciplined
4. Thoroughness and attention to details.
5. Effective communication skills and must be fluent in, oral and written, English.
6. Self-driven with ability to work with minimal supervision
7. Good intercultural orientation (ability to relate and work with people of diverse backgrounds)
8. Ability to travel within the region

Swedish International Organisation needs an Administrative Assistant full-time (40 hours per week). Please apply by submitting a CV and motivation letter to the following e-mail address: [најави се за да го видиш е-маилот] with reference Administrative Assistant.

Only eligible candidates will be contacted and called for an interview.

Një Organizatë Ndërkombëtare Suedeze ka nevojë për Asistent Administrativ me kohë të plotë tëpunës (40 orë në javë).

Ju lutemi të aplikoni duke dërguar CV dhe letër motivimi në adresën e mëposhtme:  [најави се за да го видиш е-маилот]  me shënim  Asistent Administrativ.

Vetëm kandidatët e kualifikuar do të kontaktohen dhe do të ftohen për  intervistë.

Меѓународна организација од Шведска, со седиште во Скопје има потреба од Административен асистент со полно работно време од 40 часа неделно. Ве молиме аплицирајте поднесувајќи CV и мотивациско писмо на следната  адреса  [најави се за да го видиш е-маилот]  со назнака Administrative Assistant. Само соодветните кандидати ќе бидат контактирани и повикани на тестирање.