Regional Administrative Officer for Asia

Location: Prague, HQ

Starting date: asap – April 2022

Duration: 12 months with the possibility of extension to open the contract

People in Need (PIN) is one of the largest non-profit organizations in Central and Eastern Europe active in humanitarian and development aid, human rights and social inclusion. In 2021, more than 1700 employees worked in our Humanitarian and Development Aid Section in 23 countries (Asia, Africa, Middle East and Eastern Europe). Our growing team in Prague (with a turnover of more than 90 million EUR per year) is looking for a new colleague to become a Regional Administrative Officer for Asia (RAO).

The RAO is responsible for providing high quality, flexible and effective programme administrative support to missions. He/she closely cooperates with the regional desks (Country Programme Coordinators) and with all country programmes and HQ support departments, especially Finance, HR, IT and logistics department.

Duties & Responsibilities:

ADMIN AND PROGRAMME SUPPORT for Nepal, Mongolia, Philippines, Cambodia and Myanmar:

• Meeting arrangements (venue, catering, technical support)
• Supports internal coordination- scheduling and writing minutes of regional meetings, coordinating inputs to weekly standards, etc
• Contracts (approval, signature, payment/follow up)
• Ensures project documentation is archived fully, correctly and on time, communicates with staff on missions to address gaps
• Provides support during the preparation of a concept note or project proposal process;
• Reports to Fundraising Department
• Helps maintain the databases and calendar of key events related to ongoing projects and proposals
• Organizes study visits/training/other events in the Czech Republic: agenda, transportation, contracts, venue, catering, invitations, accompanying, feedback, lessons-learned
• Unify and maintain the folders for archiving hard copies at HQ (with documents without unique numbers, e.g. boarding passes, timesheets, reports to the donors

Support to expatriate staff and Human Resources:

• Onboarding – supports DO in the introduction to PIN, CP, procedures, tools, systems
• Delivers practical training on SharePoint, ELO archive system, intranet, HQ structure
• Updates organigrams
• Checks fulfilment of e-learning requirements
• Shares relevant webinars and resources with CP staff.
• Collaborates with DO on website updates and beneficiary counts
• Provides inputs to annual reports
• Coordinates translation and fact-checking of press releases,
• Supports logistics of journalist visits

Requirements:

• At least one year’s experience in administration
• Working within a humanitarian and/or development organization would be an advantage;
• Organizational and problem-solving skills;
• Excellent communication skills, including fluent spoken and written English, including exceptional report writing and editing skills.
• Basic knowledge of Excel

PIN offers:

• Starting salary is based on the previous work experience and according to PIN salary scale 31 – 34 000 CZK
• Background and professionalism of the largest Czech non-governmental organization
• Interesting and creative work in an international environment
• PIN supports professional and personal development
• 25 days of annual leave
• 3 days of sick leave
• Home office upon agreement
• Multisport card
• Getting to know the organisation and colleagues from around the world – 2 weeks of Induction (now online)
• Child daycare centre for employees’ children
• Open and informal organizational culture
• Psychological support and couching
• Possibility to participate in interesting events we organize (e.g. One World international film festival)
• Friendly colleagues with similar values