Current Vacancies
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EU TACSO 3 Administrative Assistant (part-time)
Administrative Assistant will handle the support to EU TACSO 3 project activities in its project office based in Skopje, North Macedonia, through the provision and handling of administrative and logistic duties. In general, he/she will serve as support to the core team of EU TACSO 3 experts (Team Leader, Capacity Building Expert, People-to-People (P2P) Manager and Communication Officer) normally based in Skopje project office and seven Country Coordinators (CCs) working for the project in IPA Beneficiary countries (Albania, Bosnia and Herzegovina, Kosovo*[1], Montenegro, North Macedonia, Serbia and Turkey). The Administrative Assistant is assigned to assist the Office Manager and Event Manager. The Office Manager is responsible for handling the day-to-day management of the project office and performs administrative and financial tasks for the needs of the project. The Event Manager is responsible for the technical and logistical support to preparation, implementation and reporting of project events (trainings, exchange, workshops, forums etc.) organized on-line or off-line (physically). EU TACSO 3 project duration is January 2019 – December 2021 with possibility of extension until the end of September 2022.
[1] *This designation is without prejudice to positions on status, and is in line with UNSCR 1244/1999 and the ICJ opinion on the Kosovo declaration of independence.
IPA/2018/402-893
Skopje, North Macedonia
Thursday, 19 August 2021, COB.
Interested candidates should submit: 1) their CV (in EU expert format) with three references (contact persons); and 2) Motivation letter.
Applications should be sent to welcome@tacso.eu with the subject: Application for EU TACSO 3 Administrative Assistant.
September 2021.
4 months with possibility of extension subject to EU TACSO 3 project extension in 2022.
General Duties and Responsibilities:
1. Reception/secretarial responsibilities (support to Office Manager)
- Answering phones and receiving and callers in a professional manner in line with the project hospitality;
- Postage to the main office in Ireland and other locations;
- Reply to general information request with the accurate information;
- Undertaking other tasks ad reasonably assigned by the Project Team Leader and Project.
2. Project Financial Coordination (support to Office Manager)
- Preparation of administrative documents for budgets for events to be financed by the incidentals budget;
- Preparation of administrative documents for preparation of requests for approval of incidental expenditure for project events;
- Collect, follow-up and check-up of all invoices collected and their processing into the worksheets according to the budget classifications;
- Enter data in spreadsheets (including data from all timesheets) and reports showing analysis of various costs and information as required;
- Enter data into monthly financial reports for the Project Team Leader and Project Director (on man/ days, incidental and overhead expenditure);
- Assist in timely preparation of documents necessary for payment to service providers;
- Undertaking other tasks as reasonably assigned by the Project Team Leader and Project Director.
3. Project Implementation & Administration responsibilities (support to Office Manager)
- Preparation of administrative documents for requests for approval of experts;
- Procuring data and preparation of draft contracts (based on template) for experts;
- Documentation filing, archiving, maintenance, preparation and distribution;
- Support timely planning of events with Team Leader and Key Experts;
- Technical support in project events’ agendas and invitation letters preparation;
- Edit documents and write correspondence;
- Maintenance and distribution of calendar of events;
- Take minutes at meetings;
- Accompany the Project Team Leader and occasionally KEs at meetings if needed;
- Respond to staff requests for administrative support as needed;
- Technical support in timely collection of the Timesheets from experts on a last day of each month;
- Undertaking other tasks as reasonably assigned by the Project Team Leader and Project Director.
4. Project logistics responsibilities (support to Event Manager)
- Administrative support to organization and follow up of smooth execution of training/exchange/workshops/forums etc. ensure all invitation letters are prepared and sent;
- Ensure all confirmation letters are received and filed;
- Hotel arrangements finalized including setting up of working premises as well as taking care of breaks and meals in compliance with and upon obtaining the EC approval of the incidental budget use for events;
- Prepare workshop/seminar/training training/exchange/workshops/forums etc. materials as requested by the project team members as well as all necessary materials/stationary/equipment in compliance with approved /available budget
- Ensuring that experts (authors of the training material) have prepared all their material in a way to meet the relevant project requirements;
- Arranging meetings with necessary logistic support;
- Travel to attend training/exchange/workshops/forums etc. in order to administratively support remote these events if needed;
- Undertaking other tasks as reasonably assigned by the Project Team Leader and Project Director.
