Regional Administrative Officer

Regional Administrative Officer

Position Summary

The Regional Administrative Officer (RAO) is responsible for providing high-quality, flexible and effective administrative support for the given regional HQ Desks and country programmes (CPs). The typical tasks include HR and logistics related administration and financial support. The RAO closely cooperates with the regional desks and with the given country programmes and also HQ support departments (especially Finance, HR, IT and logistics). The RAO cooperates closely with the HQ HR department to ensure a smooth on(off)-boarding process of new staff. One year+ assignment with possibility to extend or shift to country program role, with focus open to both programs and operations.

People in Need (PIN) is the largest non-profit organization in Central and Eastern Europe, operating in the field of humanitarian and development aid, support for human rights, and social inclusion. At present, more than 2400 employees work in our Humanitarian and Development section in 23 countries in Asia, Africa, the Middle East, and Eastern Europe. 

Reporting Relations & Interdependencies with Other Functions

Line Management: Regional Head of Systems and Operations
Location: Prague, HQ

Duties & Responsibilities:

Admin & Logistics Support
Ensures following:
  • Super-legalizations, certifications
  • Signatures (both internal and external) and ELO1 approvals
  • Preparation of powers of attorney and ensures its signatures and proper internal approval process
  • Preparation of the documentation for movement of international colleagues (e.g. support letters)
  • Acts as focal point for Regional desk towards PIN HQ logistics and operations
HQ-CP Visits
Coordinates following:
  • Visa processing and invitation letters, relevant SOPs
  • Flight tickets and necessary documentation (e.g. Support letters, HEAT certificates)
  • Internal ID cards
  • Vaccinations (collecting certificates and its archiving in internal system)
  • Travel health insurance report - Sharing of travel rules and policies, pre-deployment packs and further relevant info with travelers
Finance Support
  • Ensures preparation of documents for audits/donors‘ checks (downloading invoices, contracts etc. for Finance Coordinators´ control, checks if some documents are/are not saved in ELO)
ELO, Archiving
  • Unifies and maintains the folders for archiving (with documents with unique numbers, e.g. boarding passes, timesheets)
  • Timely attends RAO’s tasks in ELO
  • Is responsible for the whole WF of RAO related processes and documents
  • Proceeds necessary watchdog screening and archives it in ELO
HR Administration and Processes
HR Administration:
  • Ensures that HQ and expatriates of the given region are included in the relevant HQ and regional mailing lists
  • Processes invoices, reviews and archives timesheets and reports on rendered services (RORs) on timely manner, and provides instructions and advisory on the process
  • Ensures tracking of flight tickets and all types of leave and entitlements for international staff
  • Timely attends HRIS tasks, controls the HRIS setting of the international staff profiles and provides support to expats about the system usage
  • Provides information for PIN work certificate for current/previous regional staff (if requested)
Recruitment and Onboarding:
  • Provides country-specific information/updates to HQ HR Officer for recruitment packages – RnR conditions, housing allowance, other if relevant
  • Prepares country-specific welcome emails for international staff arriving and ensures it is up-to-date
  • Updates info about onboarding/offboarding process
  • Ensures conducting the internal screening procedures where relevant in a timely manner and archives it
  • Creates/updates/closes NAV ID contact and vendor cards and ELO personal folders for regional staff
  • Collects initial safety and security briefing acknowledgement (Adobe Sign) within 48 hours after expat arrival to CP (briefing conducted by security dept.), archives the signed document in ELO 15 personal folder
  • Ensures ongoing updates of pre-deployment packs of relevant country programs
  • Requests the necessary IT asset, business cards (if relevant), PIN ID cards and makes sure they are prepared and handed over to the staff on time
  • Sends relevant welcome emails in coordination with HR officer with updated details related to onboarding and health preparation as well as country-specific information
  • Assists with on(off)boarding of family members
  • In cooperation with HQ HR and HQ IT department enables/updates IT accesses of given staff (ELO, SharePoint, mailing lists)
  • Collects documents for visa/work/residency process if relevant, coordinates or supports the application process (HQ and CP)
  • Provides expatriates with the Admin induction in order to introduce them to fundamental admin processes related to their type of contract
  • Enables/updates IT accesses of given staff (ELO, SharePoint, mailing lists)
  • Shares information on IT profile and E-learning platform functioning
  • Assists expatriates with reimbursement of costs related to health preparation, requests and approves price quotations of external medical check-ups
  • Assists with expatriats visits at vaccination centers during Induction in case translation is needed and location dependent
  • Assists with participation in HEAT training (if requested)
Termination:
  • Ensures that termination checklists international staffs are completed and collected in a timely manner
  • Confirms with HR on number of unused AL and last working day
  • Ensures that all termination logistics (return of laptop, ID card disposal, etc.) is in place

Main Requirements:

  • Previous experience in the non-profit sector is an advantage
  • You have a good level of English - minimum B2 (communication with colleagues and all internal documents are in English)
  • You speak fluent Czech/ Slovak
  • You have excellent communication and organizational skills
  • You are reliable, flexible and have a positive approach to new challenges
  • You can organise your work independently
  • Prior experience in administrative work (knowledge of Outlook, Microsoft tools is required)

PIN Offers:

  • Background and professionalism of the largest Czech non-governmental organization
  • Interesting and creative work with international reach
  • Opportunities for professional and personal development
  • PIN supports professional and personal development
  • 25 days of annual leave
  • 3 days of sick leave
  • Home office upon agreement
  • Multisport card
  • Child day care for employees’ children (kindergarten in the building of our office)
  • Open and informal organizational culture
  • Possibility to participate in interesting events we organize (e.g. One World international film festival)
  • Extensive Capacity Building program – internal and external - Induction training, internal e-learnings, Knowledge and Learning Department onboarding
  • Friendly colleagues with similar values

How to apply:

If you are interested in this position, send us your CV, short cover letter and your design portfolio via our application form.

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

People in Need staff are expected to perform job duties and responsibilities in accordance with People in Need Code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp).

People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.