The Centre for Humanitarian Dialogue (HD) is the leading international private diplomacy organisation working to prevent and resolve armed conflicts through dialogue and mediation. For a time limited consulting assignment (up to 12 months) to provide a surge support in Eurasia, HD is looking for an Administrative and Logistics Associate, Eurasia (Consultant – 100%).

Starting date: February 2023

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.  


Coordinate with the team, finance and human resources departments:


  • 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 Please indicate “Administrative and Logistics Associate, Eurasia” in the subject line of your email.

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