Administrative and Logistics Associate, Eurasia

HD works with all parties to the conflict to de-escalate tensions, reduce the risks of conflict and establish a conducive environment for peace negotiations. The Administrative and Logistics Associate will support the Eurasia team.  

Responsibilities

Coordinate with the team, finance and human resources departments:

Logistics:

• Handle all travel arrangements (including flights, visas, accommodation, transportation and insurance) for HD staff, consultants and visitors in accordance with HD policies;
• Prepare and assist in obtaining necessary travel documents for staff, consultants and visitors (e.g. visas, insurances);
• Organise team and other meetings in the region, negotiate rates, define contracts and agreements with external providers (such as hotels and conference facilities), and provide assistance on booking queries;
• Handle logistics’ payments via HD credit card(s) as per HD procedures (approvals and documentations);
• Provide logistics cost estimates for budgetary purposes on projects;
• Handle HD CO2 initiative.

Focal point for expenses claims:

• Compile financial information related to all travel expenses and records; control and validate the expense claims and supporting documents ensuring their compliance with HD policies; and if applicable, assist HD team members in filling them out;
• Ensure compliance with internal financial policies and guidelines and with  donor budgets and requirements;
• Process events’ invoices and ensure compliance with existing contracts and procedures;
• Maintain and monitor various expenses overview files. 

Admin / Finance / Consultants:

• Process invoices and ensure compliance with existing contracts and procedures;
• Ensure all expenses are allocated as per donor budgets and requirements;
• Maintain and monitor various expenses overview files;
• Prepare consultancy agreements, and ensure that proper documentation is provided by consultants and well archived in the shared folder;
• Check consultants’ invoices, timesheets and activity reports;
• Be responsible for briefing new HD team members on expense claims procedures, monthly invoice and its requested supportive documents, as well as other applicable policies and procedures. 
• Assist consultants with contractual matters, Travel Authorizations, HD policies, logistical, financial issues and other questions;
• Audit support and preparation (project & organisational audits);
• Liaise with the Human Resources department in Geneva regarding consultancies issues if needed.

The successful candidate should meet the following criteria:

• 5 years’ experience in international travel and event management and administrative function in the I/NGO sector;
• A relevant university degree in travel sector or hospitality; or 2 years of experience in a travel agency;
• Very strong Excel sheets skills;
• Fluent English and Russian;
• Ability to travel in the region;
• The right to reside in one of the countries (Moldova, Turkey or Balkans).

Personal Characteristics

• High flexibility;
• Excellent attention to detail;
• Strong coordination skills;
• Excellent time and priority management;
• High level of commitment;
• Ability to work under pressure, in a fast changing environment;
• Team spirit;
• Autonomy ;
• Strong communication and interpersonal skills;
• Information management skills.

If you are interested in this position and meet the above-described qualifications, please send your resume (maximum 2 pages) along with a short cover letter in a single PDF file by 22 January 2023 to hrgeneva@hdcentre.org. Please indicate “Administrative and Logistics Associate, Eurasia” in the subject line of your email.

For more information, please visit https://hdcentre.org/