Administrative Support Officer At People in Need

Duty Station: Prague

Position Summary

The Administrative Support Officer for IRD is mostly responsible for the comprehensive support of the IRD department with a focus on agendas like administrative processes, production, operations and financial support. This is a position with a varied workload, providing insight into the management of the department and various agendas involved.

The Administrative Support Officer is a part of IRD team and closely cooperates with its members including financial officer. Line Manager is the Head of Advocacy.

Reporting Relations & Interdependencies with Other Functions

The Administrative Support Officer reports to the Head of IRD. She/he closely cooperates with other members of IRD and other PIN departments such as Finance, Logistics, IT, HR, Legal etc.

Duties & Responsibilities

Main responsibilities

• Supports the IRD members in terms of all necessary administrative processes including travel policy, PRF, capacity building, IT & Office equipment etc.
• Supports on-boarding process of new employees, ensuring technical equipment and inventory
• Keeps Confluence and other sharing/ communication systems up to date
• Tracking key organizational and internal information from PIN and sharing with IRD team
• Supports organisation of meetings and briefings
• Responds to requests from IRD team members for information regarding internal processes, tools and systems
• Support the effective communication, coordination and collaboration across IR Team
• Supports the organisation of events particularly in terms of operational and production issues if applicable
• Deals with one-off and regular administrative tasks

Finance Support

• Based on comprehensive overview of ELO and Navision, support the team in working with both systems
• Support IRD members when creating and uploading Purchase Request Form (PRF), invoice processing, procurement processes and related issues
• Support the Head of IRD with departmental operational budgeting and financial management

Specific IFU support

• Supports with registration processes with PIN’s main institutional donors, including storing and sharing of the credentials
• Supports CPs and desks with administrative parts of project development
• Supports regular monitoring of funding opportunities
• Supports data entry, data cleaning a database updates

Specific Compliance support

• Supports with regular checks and controls (e.g. Sanctionned lists checks)
• Supports with policies and other internal materials editing and updates

Specific Advocacy support

• Coordinates together with Legal Department implementation of CZ Lobby Regulation Law
• Overview and management of the EU Transparency Register
• Manages the internal Partnership/ Networks Database

And fulfils any other tasks as required.

Requirements:

• University degree in a relevant field.
• Minimum 2 years’ experience in administrative roles, preferably in the nonprofit sector.
• Strong organizational and communication skills.
• Proficiency in English and ability to work in a multicultural environment.

PIN Offers:

• Background and professionalism of the largest Czech non-governmental organization
• Interesting and creative work with international reach
• Opportunities for professional and personal development
• PIN supports professional and personal development
• 25 days of annual leave
• 3 days of sick leave
• Home office upon agreement
• Multisport card
• Child day care for employees’ children (kindergarten in the building of our office)
• Open and informal organizational culture
• Possibility to participate in interesting events we organize (e.g. One World international film festival)
• Extensive Capacity Building program – internal and external – Induction training, internal e-learnings, Knowledge and Learning Department onboarding
• Friendly colleagues with similar values