Job title: Administrative Officer

Type of Contract: Permanent-full time

No. of Posts: 1

Location: Belgrade, Serbia

Closing Date for Applications: 28 December 2023

 

Roma Education Fund (REF) is seeking an Administrative Officer to join the administration team in REF Belgrade office.

Background 

The Roma Education Fund’s (REF) mission and goal is to contribute to closing the gap in educational outcomes between Roma and non-Roma. To achieve this goal, the organization supports policies and programs which ensure access to quality education for Roma through scholarships, grant making, research and advocacy activities. The objectives of REF include:

  • Expanding Romani children’s access to quality early childhood education and care;
  • Improving primary education outcomes for Romani children aged six to fourteen;
  • Boosting academic performance and graduation rates from secondary education for Romani pupils;
  • Supporting access to tertiary education, improving graduation levels and strengthening identity of Romani university students;
  • Expanding employment opportunities for Roma youth.

Outline of the position:

We are looking for an agile, responsible, motivated, and dedicated person to join and support our team by ensuring the smooth performance of all administrative and organizational tasks.

The Administrative Officer will work in close collaboration with the administration team and other staff within the organization as needed.

This is a full-time position working from 09.00 am to 05.00 pm Monday to Friday.

Duties and Responsibilities:

Under the supervision of the Chief Financial Officer, the Administrative Officer will provide administrative and organizational support. Specific responsibilities include, but are not limited to, the following tasks:

  • Implementation of the procurement for office purchase and negotiating with suppliers (finding the best offers for the REF).
  • Manage office supplies and place orders, purchasing equipment, ensuring that the office is adequately maintained.
  • Maintain and update REF databases, keeping track of office assets and inventory.
  • Maintain contact with REF suppliers, managing and regularly updating stakeholder list.
  • Distribute and store correspondence (e.g. letters, emails and packages).
  • Archive hard-copy and electronic documents.
  • Organize a filing system for important and confidential company documents.
  • Open and sort out incoming mail, collecting and sending outgoing mail, organizing data. Ensuring quality control of all letters and documents sent out by REF.
  • Support REF’s financial administration and REF accounting.
  • Answer queries by employees and REF stakeholders.
  • Provide support to REF visitors.
  • Maintain a company calendar and schedule appointments, booking meeting rooms as required.
  • Schedule in-house and external events.
  • Organize travels for REF staff, REF Board members, REF consultants, and partners.
  • Provide assistance for the organization of REF conferences and meetings (general organization, booking, travels, accommodation, transfers, preparing agenda according to instructions, distributing relevant documents and information). Creating travel approval forms, expenses claim forms, payment requests and ensuring that staff comply with these.
  • Assist REF Staff in administrative support and providing information in line with REF guidelines and procedures.
  • Assist in human resource related tasks, including preparation of monthly payroll information for the accountants.
  • Performs other tasks and duties assigned to by the Chief Financial Officer, in accordance with the specificity of the position held.

Necessary Qualifications:

  • Minimum secondary education supplemented by formal training or studies in administration or project management. B.A. in administration, organizational and social sciences, or other related discipline will be considered an advantage.
  • At least two years of relevant experience in administration and/or office management.
  • Computer literacy with practical experience in Microsoft Office applications. Experience in using other digital tools will be considered an asset.
  • Excellent oral and written communication skills in English and Serbian. Knowledge of the Romani language will be considered an advantage.
  • Strong organizational skills and attention to detail.
  • Ability to clearly set deadlines and effectively manage multiple tasks at once.
  • Ability and willingness to work with people of different nationalities, cultural and religious backgrounds and diverse views while maintaining impartiality and objectivity.

Compensation: Commensurate with experience.

Core competencies:

 

  • Initiative: Actively seeks to improve programs or services; Seeks challenging experiences and approaches them with passion, enthusiasm and professionalism.
  • Planning and Organization: Develops clear goals and achieves results that are consistent with agreed strategies; Adapts and reacts in a flexible manner when necessary.
  • Communication: Listens to others, correctly interprets messages from others and responds appropriately; Demonstrates openness in sharing information and keeping people informed.
  • Teamwork: Works independently and collaboratively with others to achieve organizational goals; Shares knowledge and insight with others.
  • Ownership: Accepts personal responsibility (including shortcomings) and ownership of actions (including for work unit, where applicable) for achieving results; Understands organizational vision, mission and values, and leverages this knowledge when making decisions; Makes tough decisions when necessary.
  • Development: Actively seeks to develop oneself professionally and personally and to contribute to the growth of the organization; Seeks feedback to learn and improve the organization.

Organizational Values:

In order to develop and deliver our education programs that provide quality, inclusive education for Roma children and youth, we believe in five core values that join us together and that mirrors the work, actions and ideals of our organization and its culture:

  • Tenacity;
  • Integrity;
  • Justice;
  • Accountability;
  • Inquisitiveness.

How to apply

Qualified candidates are invited to send their Cover Letter, CV (both in English) and contact details of three Reference persons by 28 December 2023 via email to office.serbia@romaeducationfund.org with the subject line: Administrative Officer.

Please note that only shortlisted candidates will be contacted.

The selection process is based on a competency-based interview.

Individuals identifying themselves as Roma and fulfilling the above-mentioned profile and requirements are particularly encouraged to apply. Qualified female candidates are particularly encouraged to apply.

Roma Education Fund is an equal opportunities employer.