Job Advertisement

The Enhancing Youth Employment (EYE) Project is a Swiss Agency for Development and Cooperation (SDC) project implemented by Helvetas Swiss Intercooperation and MDA. The project works to increase the employment opportunities of young women and men going out from schools and universities by facilitating their transition from school to work. EYE seeks a project assistant to lead in the administration and finance support including event organizing, procurement and office costs and other administrative tasks.

Project Assistant (Full time position)

Main tasks and responsibilities:

• Responsible for managing of project office and coordination of program administration and logistics;

• Support team in public promotion and presentation of project goals, objectives, methodology, approach, activities and results of project on local level;

• Support team in compilation of project documents and informing for on-going activities to stakeholders;

• Provide administration and finance support for effective and efficient achievements of project activities;

• Organize different workshops, events & study trips;

• Submission of signed cashbox journal in timely manner;

• Submission of signed cash reconciliation in monthly basis;

• Ensure all procurement and financial aspects of project are dealt with in a timely manner and in compliance with internal regulations;

• Submission of signed Approval for payment documents including supporting documentation (hard copies and soft copies as per Financial and Administrative Manual);

• Submission of signed original contracts or agreements and when applicable contract monitoring sheets;

• Submission of signed deliverables forms including supporting documentation (hard copies and soft copies as per FAM);

• Checking of per-diem requests with Finance Administrator before they are approved by PM;

• Coordinate logistical and operational tasks to ensure optimal functioning and performance of the project;

• Record and archive, organize files and archives of relevant historical information and documents;

• Manage timekeeping of project personnel;

• Support the administration of the recruitment of new staff;

• Manage the framework contract with auditors for auditing financial transactions of partnership agreements; also facilitate the interaction with external auditors as required.

• Supervise and do frequent monitoring processes of internal procurement procedures to ensure full compliance with procurement processes;

• Oversee due diligence of partnerships of values up to €5,000;

• Administer the partner VAT exemption process for approval by the country coordinator;

• Support the procurement process by managing the procurement emails and correspondence with applicants or bidders. As required, support procurement panels as a member or the leader;

• Manage the training budget tracker;

• Occasional other duties related to the overall project administration as assigned by supervisor.

Required qualifications:

• Bachelor degree in business administration, economics or related socio-economic subjects;

• At least 5 years of experience in administration;

• Ability to communicate with different stakeholders;

• Good English language skills (both orally and written);

• Good organizational skills;

• Attention to detail and accuracy;

• Ability to work under pressure.

The Project Assistant will be based in the HELVETAS Office in Pristina.

Please send your CV to the following email address [email protected] until March 22nd, 2023, 16:00. Expected starting date is early May 2023. Only short-listed candidates are invited for an interview. EYE project provides equal employment opportunities for all candidates no matter of gender, ethnic group, and age.