Administrative Assistant
On-siteChisinau, Chișinău Municipality, Moldova
Job Summary
Arrange appointments and meetings for high-ranking officials, receive visitors, and screen telephone calls while taking meeting notes as required. Maintain hard and electronic office files, classify records, and review, sort, and distribute incoming and outgoing correspondence with a follow-up system. Draft routine correspondence and memoranda, manage office inventory and asset management, and facilitate personnel administrative formalities for official travels and leaves. Monitor office facilities and equipment, assist in recording expenditure, and organize logistics for seminars and workshops. Support the supervisor in identifying risks and managing routine service providers, ensuring all activities align with UNHCR administrative rules and confidentiality standards.
Required Qualifications
- High School Diploma
- Bachelor or equivalent or higher
- Business Administration
- Finance
- Office Management
- Human Resources
- IT-Computer Literacy
- UN-UN/UNHCR Administrative Rules, Regulations and Procedures
- IT-Enterprise Resource Planning (ERP)
- Knowledge of English
- Knowledge of Romanian
- Previous experience in similar position (administrative, clerical, secretarial)
- Moldovan citizenship or the legal status necessary to work in Moldova
- Working level of Russian is considered an asset
- Working experience with UN/UNHCR or other international public sector organizations is considered as an asset
Desired Qualifications
- Excellent administrative, communication, and interpersonal skills
- Ability to manage sensitive information
- Ability to coordinate complex schedules
- Ability to work in a fast-paced, high-level environment
- Demonstrated integrity
- Sound judgment in handling sensitive matters
- Excellent written and verbal communication skills
- Ability to draft correspondence and meeting notes with clarity and precision
- Strong ability to manage calendars
- Ability to schedule meetings
- Ability to coordinate travel
- Ability to handle multiple priorities efficiently
- Courteous, diplomatic demeanor
- Ability to interact effectively with high-level stakeholders
- Resourcefulness
- Solution-oriented mindset
- Pro-active attitude
- Detail orientation
- Knowledge of Russian
- Knowledge of Romanian (working level)
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