Current Vacancies
.
Administrative and Financial Assistant, Moscow
Key Skills and Competencies:
- 1. Graduate with a third level qualification in accounting (preferably) or relevant field.
- 2. At least 12 months experience gained in a busy administrative role, ideally within payroll or accounting or project financial management. Previous experience in provision of accounting services for a foreign representative office/branch in Russia is a strong advantage.
- 3. Self-motivated with an eagerness to learn and develop.
- 4. Excellent attention to detail.
- 5. Skills required:
- a. Fluent English and Russian.
- b. Competent user of MS Office (Excel, Word, Outlook)
- c. Excellent analytical, administration and organisation skills.
- d. Excellent communication skills (oral and written)
Moscow.
25th August 2021.
Interested candidates should submit their CV with Russia Assistant in the subject line. They should name their CV file in the following format: surname,firstname,CV for example smith,john,CV.
CVs should be sent to anna.lobanova@gdsi.ie
September 2021.
18 months.
To support the efficient and effective functioning of the project, through the provision of high administrative, financial and logistic support handling various kinds of requests, performing a variety of administrative duties and bookkeeping duties including but not limited to:
1. Reception/ secretarial responsibilities:
- Manage the front desk and answering phones
- Receive office visitors and callers in a professional manner in line with the project hospitality
- Postage to the main office in Ireland and other locations
- Log information on calls received, where required and maintain detailed and accurate records.
- Reply to general information request with the accurate information
- Undertaking other tasks ad reasonably assigned by the Project Team Leader and Project Director.
2. Project Financial Coordination
- Preparation of budgets for events to be financed by the incidentals budget
- Preparation of requests for approval of incidental expenditure for project events
- Follow up and checkup of all invoices collected and their processing into the worksheets according to the budget classifications
- Produce spreadsheets (including data from all timesheets) and reports showing analysis of various costs and information as required.
- Prepare the monthly financial reports for the Project Team Leader and Project Director (on man/ days, incidental and overhead expenditure).
- Timely preparation of documents necessary for payment to service providers
- Prepare draft reports and statements for taxation purposes
- Undertaking other tasks as reasonably assigned by the Project Team Leader and Project Director
3. Project Implementation & Administration responsibilities
- Preparation of requests for approval of experts
- Preparation of draft contracts (based on template) for experts
- Documentation filing, archiving, maintenance, preparation and distribution
- Timely planning of events with Team leader and Key experts
- Making sure that the experts prepare the individual field trip reports, as a proof of their activities outside of main office
- 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 Team Leader and occasionally KEs at meetings if needed
- Respond to staff requests for administrative support as needed
- 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
- Provision of support to the Event Manager in organization and follow up of smooth execution of workshops/seminars/training
- 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 & upon obtaining the EU Approval of the incidental budget use for events;
- prepare workshop/seminar/training 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 policies
- Arranging meetings with necessary logistic support.
- Travel to attend workshops/seminars/trainings in order to administratively support remote training events
- Undertaking other tasks as reasonably assigned by the Project Team Leader
Conditions:
- 1 year contract with possibility of renewal.
- Opportunity for professional and career development.
- Introductory training.
- Full-time employment.
