Job announcement: Administrative Assistant / Translator
The “Transboundary Biosphere Reserve Prespa” Project is a German Financial Development Cooperation Project funded by KFW Development Bank on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ).
The Phase II of this project will last three years, from May 2018 to April 2021. The purpose of this phase of the project is the reduction of the pressure on natural resources as well as the contribution to poverty reduction in the Albanian part of the Prespa Biosphere Reserve. This is to contribute to conserve the biodiversity and to improve the living conditions of the population in Prespa National Park and in the Albanian part of the Biosphere Reserve.
The Project Executing Agency (PEA) of the project is the Ministry of Tourism and Environment (MoTE) of Albania. MoTE is therefore in charge of the overall supervision of the project implementation by chairing and convening the Project Advisory Committee.
The Project Implementing Agency (PIA) is the National Agency of Protected Areas (NAPA). NAPA has the responsibility of steering the PIU and giving conceptual, logistical and informational support to the project. NAPA is approving the investments of the projects as well as its progress reports.
The Project Implementation Unit (PIU) is the Regional Agency for Protected Areas (RAPA) in Korca, with the responsibility of planning and leading the implementation of project measures at local level as well as establishing links with local stakeholders.
The Consultant (GFA - Consulting Group GmbH and Institute for Nature Conservation Albania) supports RAPA, NAPA and the MoTE to effectively manage this project through technical assistance, as well as managerial, logistical and administrative support.
TERMS OF REFERENCE
Administrative Assistant / Translator
Project Title: “Transboundary Biosphere Reserve Prespa” (PRESPA-Albania)
Project: BMZ-N° 2012013.66.830
Budget code: 8. Supportt Staff
Task of Expert: Administrative Assistant/Translator
Timeframe: May 2018--April 2021
Input: Full time
Type of contract: National employment contract
Duty station: Korca, with duty travels in project region and to Tirana
Reports to: CTA/Team Leader and National coordinator
- Overall Objective of the job:
Under the supervision of the Team Leader, the Administrative Assistant/Translator will provide administrative support for all activity areas of the PRESPA-Albania project (in a team with the national coordinator and financial expert/procurement officer), and serve as the primary translator/interpreter for the office. In particular, the responsibilities of the Administrative Assistant comprise, but are not limited to the following tasks:
- Specific tasks:
Monthly Financial administration (templates and introduction to it will be prprovided):
-Monthly transfer of financially and contractually relevant documents to GFA HQ,
-Organisation and monthly preparation of timesheets (TS)
-Monthly accounting and financial project management in line with GFA’s requirements
-Monthly update of the Project Monitoring File and transfer to GFA
Other financial / administration activities:
-Clarification of VAT reimbursement and exemption and regular clawback back according to deadlines as agreed Team Leader
-Tax reporting to Albanian n authorities if necessary-Provide local payments for national experts’ fees, material, equipment etc.tc.
-Financial accounting and reporting (tax, documentation) on the disponible fund in close coordination
with the projroject’s financial expert/procurement officer and the team leader
-Maintaining office supply (stationary and consumables)
-Translate project documents and provide consecutive interpretation during meetings and workshops, as required.
Meetings, workshops, study tour, travel:
-Assist in organization of workshops and study tours
-i.e. selection of service providers, booking, list of participants etc.
-Support team members and short-term experts’ missions in arrangements of field visits -taxi, rent-a-car or other sort of transportation, hotel booking, appointments, etc.
-Schedule meetings and keep track records of appointments and meetings; maintain minutes of meetings, if agreed with team leader/national coordinator
Office support, reporting and project data backup:
-Maintaining the projects record and filing system: filing correspondent files and ensuring they are available for reference;
-Maintaining, updating and distributing project files;
-Ensuring that all relevant project documents are updated and on disposal (hard-and soft copy)
-Receiving, re-directing and recording incoming phone calls
-Monitor/update the reportting list
-Report editing (particularlly Albanian reports) / coordination with GFA headquarters
-Copying and distribution of hardcopies for Albanian reports
-Regular project data backup
Visibility and Public Relations:
-Clarification of Donor visibility guidelines
-Follow the project’s Public Relations Strategy and Plan
-Organize business cards, flyers, brochures, and other printed materials
-Update regularly the project website and sites in social media (e.g. Facebook)
-Support the organization of promotional events
-Provide assistance to activity coordinators in their daily tasks, particularly in development of tender packages, in organization of tenders and other procurement procedures, in monitoring of contractors and relevant paperwork;
-Perform other related dutties as assigned by the Team Leader / National Coordinator
-Present the project with dignity internally and to outsiders-Cooperate with the other team members for the interest of the work if needed
-Manage the project means with responsibility
-Maintain good relationships with national and international partners, witith the clients of the project and public auauthorities
-Pursue professional development opportunities within the scope of the project.
-University diploma (degree in business administration, economics or related fields is an asset)
-Excellent command of both English and Albanian languages (writte and oral), Macedonian language is an asset
-Previous work experiencee in a similar position and/or previous experience in projects related to natural resources or rural development is an asset
-Previous work experience with an international organization is desirable but not a pre-requisite, experience with the German cooperation (GIZ/KfW) is an as asset
-Strong computer (MS Offfice, internet) and typing skills;
-Professional demeanour and appearance
-Highly organized and able able to work well in a multi-national team
The project offers a future-oriented work place in a multicultural environment.
Interested candidates should send their complete application (cover letter, CV, work references / certificates) by email. The deadline for submitting application is May 31, 2018, 17.00.
Ms Constanze Schaaff
Chief Technical Advisor/Team Leader
“Transboundary Biosphere Reserve Prespa”